SharePoint Online: Get Document Library Permissions and Export to CSV using PnP PowerShell

Requirement: SharePoint Online PowerShell to Get Document Library Permissions.

How to Get SharePoint Online Document Library Permissions?

Are you looking for a way to export permissions on your SharePoint Online document library so that you’ll be sure who has access to your SharePoint Online document library? Or perhaps you want to generate a report of all users with permissions to a specific document library in your SharePoint Online site. Either way, This article will show you how to get document library permissions in SharePoint Online.

  1. Sign in to the SharePoint Online site with site owner permission and navigate to the document library you would like to view permissions from.
  2. Click on the settings gear in the top-right corner of the screen, then click Library Settings. This will open a library settings page. Click on the “Document Library Permissions” link.sharepoint online export document library permissions
  3. This will present a page with all users and groups and their permissions assigned to them. sharepoint online document library permission report

PnP PowerShell to Export Document Library Permissions in SharePoint Online:

This PowerShell script exports all permissions of a SharePoint Online document library.

# Parameters
$SiteUrl = "https://crescent.sharepoint.com/sites/ICDocuments"
$ReportOutput = "C:\Temp\LibraryPermissions.csv"
$LibraryName = "IC Documents"

#Connect to PnP Online
Connect-PnPOnline -Url $SiteUrl -Interactive # -Credentials (Get-Credential)

# Get the document library
$Library = Get-PnpList -Identity $LibraryName -Includes RoleAssignments

# Get all users and groups who has access
$RoleAssignments = $Library.RoleAssignments
$PermissionCollection = @()
Foreach ($RoleAssignment in $RoleAssignments)
{
    #Get the Permission Levels assigned and Member
    Get-PnPProperty -ClientObject $roleAssignment -Property RoleDefinitionBindings, Member

    #Get the Principal Type: User, SP Group, AD Group
    $PermissionType = $RoleAssignment.Member.PrincipalType
    $PermissionLevels = $RoleAssignment.RoleDefinitionBindings | Select -ExpandProperty Name
    
    #Get all permission levels assigned (Excluding:Limited Access)
    $PermissionLevels = ($PermissionLevels | Where { $_ -ne "Limited Access"}) -join ","
    If($PermissionLevels.Length -eq 0) {Continue}

    #Get SharePoint group members
    If($PermissionType -eq "SharePointGroup")
    {
        #Get Group Members
        $GroupMembers = Get-PnPGroupMember -Identity $RoleAssignment.Member.LoginName                 
        #Leave Empty Groups
        If($GroupMembers.count -eq 0){Continue}

        ForEach($User in $GroupMembers)
        {
            #Add the Data to Object
            $Permissions = New-Object PSObject
            $Permissions | Add-Member NoteProperty User($User.Title)
            $Permissions | Add-Member NoteProperty Type($PermissionType)
            $Permissions | Add-Member NoteProperty Permissions($PermissionLevels)
            $Permissions | Add-Member NoteProperty GrantedThrough("SharePoint Group: $($RoleAssignment.Member.LoginName)")
            $PermissionCollection += $Permissions
        }
    }
    Else
    {
        #Add the Data to Object
        $Permissions = New-Object PSObject
        $Permissions | Add-Member NoteProperty User($RoleAssignment.Member.Title)
        $Permissions | Add-Member NoteProperty Type($PermissionType)
        $Permissions | Add-Member NoteProperty Permissions($PermissionLevels)
        $Permissions | Add-Member NoteProperty GrantedThrough("Direct Permissions")
        $PermissionCollection += $Permissions
    }
}
#Export Permissions to CSV File
$PermissionCollection
$PermissionCollection | Export-CSV $ReportOutput -NoTypeInformation
Write-host -f Green "Permission Report Generated Successfully!"

SharePoint Online PowerShell to Get List Permissions

This PowerShell script can also be used to get list permissions in SharePoint Online. While this script extracts permissions applied on the List, what if you want to get permissions on all underlying objects of the list or library, such as Folders and Files/List items?

#Function to Get Permissions on a particular on List, Folder or List Item
Function Get-PnPPermissions([Microsoft.SharePoint.Client.SecurableObject]$Object)
{
    #Determine the type of the object
    Switch($Object.TypedObject.ToString())
    {
        "Microsoft.SharePoint.Client.ListItem"
        { 
            If($Object.FileSystemObjectType -eq "Folder")
            {
                $ObjectType = "Folder"
                #Get the URL of the Folder 
                $Folder = Get-PnPProperty -ClientObject $Object -Property Folder
                $ObjectTitle = $Object.Folder.Name
                $ObjectURL = $("{0}{1}" -f $Web.Url.Replace($Web.ServerRelativeUrl,''),$Object.Folder.ServerRelativeUrl)
            }
            Else #File or List Item
            {
                #Get the URL of the Object
                Get-PnPProperty -ClientObject $Object -Property File, ParentList
                If($Object.File.Name -ne $Null)
                {
                    $ObjectType = "File"
                    $ObjectTitle = $Object.File.Name
                    $ObjectURL = $("{0}{1}" -f $Web.Url.Replace($Web.ServerRelativeUrl,''),$Object.File.ServerRelativeUrl)
                }
                else
                {
                    $ObjectType = "List Item"
                    $ObjectTitle = $Object["Title"]
                    #Get the URL of the List Item
                    $DefaultDisplayFormUrl = Get-PnPProperty -ClientObject $Object.ParentList -Property DefaultDisplayFormUrl                     
                    $ObjectURL = $("{0}{1}?ID={2}" -f $Web.Url.Replace($Web.ServerRelativeUrl,''), $DefaultDisplayFormUrl,$Object.ID)
                }
            }
        }
        Default 
        { 
            $ObjectType = "List or Library"
            $ObjectTitle = $Object.Title
            #Get the URL of the List or Library
            $RootFolder = Get-PnPProperty -ClientObject $Object -Property RootFolder     
            $ObjectURL = $("{0}{1}" -f $Web.Url.Replace($Web.ServerRelativeUrl,''), $RootFolder.ServerRelativeUrl)
        }
    }
   
    #Get permissions assigned to the object
    Get-PnPProperty -ClientObject $Object -Property HasUniqueRoleAssignments, RoleAssignments
 
    #Check if Object has unique permissions
    $HasUniquePermissions = $Object.HasUniqueRoleAssignments
     
    #Loop through each permission assigned and extract details
    $PermissionCollection = @()
    Foreach($RoleAssignment in $Object.RoleAssignments)
    { 
        #Get the Permission Levels assigned and Member
        Get-PnPProperty -ClientObject $RoleAssignment -Property RoleDefinitionBindings, Member
 
        #Get the Principal Type: User, SP Group, AD Group
        $PermissionType = $RoleAssignment.Member.PrincipalType
    
        #Get the Permission Levels assigned
        $PermissionLevels = $RoleAssignment.RoleDefinitionBindings | Select -ExpandProperty Name
 
        #Remove Limited Access
        $PermissionLevels = ($PermissionLevels | Where { $_ -ne "Limited Access"}) -join ","
 
        #Leave Principals with no Permissions
        If($PermissionLevels.Length -eq 0) {Continue}
 
        #Get SharePoint group members
        If($PermissionType -eq "SharePointGroup")
        {
            #Get Group Members
            $GroupMembers = Get-PnPGroupMember -Identity $RoleAssignment.Member.LoginName
                 
            #Leave Empty Groups
            If($GroupMembers.count -eq 0){Continue}
            $GroupUsers = ($GroupMembers | Select -ExpandProperty Title) -join "; "
 
            #Add the Data to Object
            $Permissions = New-Object PSObject
            $Permissions | Add-Member NoteProperty Object($ObjectType)
            $Permissions | Add-Member NoteProperty Title($ObjectTitle)
            $Permissions | Add-Member NoteProperty URL($ObjectURL)
            $Permissions | Add-Member NoteProperty HasUniquePermissions($HasUniquePermissions)
            $Permissions | Add-Member NoteProperty Users($GroupUsers)
            $Permissions | Add-Member NoteProperty Type($PermissionType)
            $Permissions | Add-Member NoteProperty Permissions($PermissionLevels)
            $Permissions | Add-Member NoteProperty GrantedThrough("SharePoint Group: $($RoleAssignment.Member.LoginName)")
            $PermissionCollection += $Permissions
        }
        Else
        {
            #Add the Data to Object
            $Permissions = New-Object PSObject
            $Permissions | Add-Member NoteProperty Object($ObjectType)
            $Permissions | Add-Member NoteProperty Title($ObjectTitle)
            $Permissions | Add-Member NoteProperty URL($ObjectURL)
            $Permissions | Add-Member NoteProperty HasUniquePermissions($HasUniquePermissions)
            $Permissions | Add-Member NoteProperty Users($RoleAssignment.Member.Title)
            $Permissions | Add-Member NoteProperty Type($PermissionType)
            $Permissions | Add-Member NoteProperty Permissions($PermissionLevels)
            $Permissions | Add-Member NoteProperty GrantedThrough("Direct Permissions")
            $PermissionCollection += $Permissions
        }
    }
    #Export Permissions to CSV File
    $PermissionCollection | Export-CSV $ReportFile -NoTypeInformation -Append
}
   
#Function to get sharepoint online list permissions report
Function Generate-PnPListPermissionRpt()
{
[cmdletbinding()]
    Param  
    (    
        [Parameter(Mandatory=$false)] [String] $SiteURL, 
        [Parameter(Mandatory=$false)] [String] $ListName,         
        [Parameter(Mandatory=$false)] [String] $ReportFile,
        [Parameter(Mandatory=$false)] [switch] $ScanItemLevel,
        [Parameter(Mandatory=$false)] [switch] $IncludeInheritedPermissions
    )
    Try {
        #Function to Get Permissions of All List Items of a given List
        Function Get-PnPListItemsPermission([Microsoft.SharePoint.Client.List]$List)
        {
            Write-host -f Yellow "`t `t Getting Permissions of List Items in the List:"$List.Title
  
            #Get All Items from List in batches
            $ListItems = Get-PnPListItem -List $List -PageSize 500
  
            $ItemCounter = 0
            #Loop through each List item
            ForEach($ListItem in $ListItems)
            {
                #Get Objects with Unique Permissions or Inherited Permissions based on 'IncludeInheritedPermissions' switch
                If($IncludeInheritedPermissions)
                {
                    Get-PnPPermissions -Object $ListItem
                }
                Else
                {
                    #Check if List Item has unique permissions
                    $HasUniquePermissions = Get-PnPProperty -ClientObject $ListItem -Property HasUniqueRoleAssignments
                    If($HasUniquePermissions -eq $True)
                    {
                        #Call the function to generate Permission report
                        Get-PnPPermissions -Object $ListItem
                    }
                }
                $ItemCounter++
                Write-Progress -PercentComplete ($ItemCounter / ($List.ItemCount) * 100) -Activity "Processing Items $ItemCounter of $($List.ItemCount)" -Status "Searching Unique Permissions in List Items of '$($List.Title)'"
            }
        }

            #Get the List
            $List = Get-PnpList -Identity $ListName -Includes RoleAssignments
            
            Write-host -f Yellow "Getting Permissions of the List '$ListName'..."
            #Get List Permissions
            Get-PnPPermissions -Object $List

            #Get Item Level Permissions if 'ScanItemLevel' switch present
            If($ScanItemLevel)
            {
                #Get List Items Permissions
                Get-PnPListItemsPermission -List $List
            }
        Write-host -f Green "`t List Permission Report Generated Successfully!"  
     }
    Catch {
        write-host -f Red "Error Generating List Permission Report!" $_.Exception.Message
   }
}

#region ***Parameters***
$SiteURL="https://crescent.sharepoint.com/sites/marketing"
$ListName = "Branding"
$ReportFile="C:\Temp\ListPermissionRpt.csv"
#endregion

#Remove the Output report if exists
If (Test-Path $ReportFile) { Remove-Item $ReportFile }

#Connect to the Site
Connect-PnPOnline -URL $SiteURL -Credentials (Get-Credential)

#Get the Web
$Web = Get-PnPWeb
 
#Call the function to generate list permission report
#Generate-PnPListPermissionRpt -SiteURL $SiteURL -ListName $ListName -ReportFile $ReportFile -ScanItemLevel
#Generate-PnPListPermissionRpt -SiteURL $SiteURL -ListName $ListName -ReportFile $ReportFile -ScanItemLevel -IncludeInheritedPermissions    

Here is the SharePoint Online document library permission report generated by the PowerShell:

sharepoint online powershell get library permissions

How about developing a permission report for all document libraries on a site? Just call the function Generate-PnPListPermissionRpt for all libraries! Here is how:

#region ***Parameters***
$SiteURL="https://crescent.sharepoint.com/sites/marketing"
$ReportsPath="C:\Temp\"
#endregion

#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Credentials (Get-Credential)

#Get the Web
$Web = Get-PnPWeb
    
#Get all document libraries - Exclude Hidden Libraries
$DocumentLibraries = Get-PnPList | Where-Object {$_.BaseType -eq "DocumentLibrary" -and $_.Hidden -eq $false}

ForEach($Library in $DocumentLibraries)
{
    #Remove the Output report if exists
    $ReportFile = [string]::Concat($ReportsPath, $Library.title)
    If (Test-Path $ReportFile) { Remove-Item $ReportFile }
  
    #Call the function to generate list permission report
    Generate-PnPListPermissionRpt -SiteURL $SiteURL -ListName $Library.Title -ReportFile $ReportFile
}

If you want to create a permission report for all content in a site, use: SharePoint Online Site Permissions Report using PowerShell

Salaudeen Rajack

Salaudeen Rajack - SharePoint Expert with Two decades of SharePoint Experience. Love to Share my knowledge and experience with the SharePoint community, through real-time articles!

29 thoughts on “SharePoint Online: Get Document Library Permissions and Export to CSV using PnP PowerShell

  • Is there a way to export library permissions without using Powershell? Maybe by using the ODataFeed?

    Reply
  • The script works great to get the permissions on the Document Library and sub-folders. For some of the sub-folders, we have used Azure AD Security Groups to grant Direct Permissions. How can I get the names of the AAD Security Groups in the report?

    Reply
    • Add an “Elseif” part: ElseIf($PermissionType -eq “SecurityGroup”) { #Extract Group Details}

      Reply
  • Everything works fine until I use -ScanItemLevel -IncludeInheritedPermissions, then I get the “The collection has not been initialized. It has not been requested or the request has not been executed. It may need to be explicitly requested” error. My list has 1.3 million items. It will stop at about 2400 items.
    Thanks!

    Reply
  • Hell, this script is very useful and runs fine until I run with -IncludeInheritedPermissions. The script gets through about 2400 items, then throws “The collection has not been initialized. It has not been requested or the request has not been executed. It may need to be explicitly requested”. The list I have to iterate through has 1.3 million items. Like I said, the other two commands work fine, it’s just when I try to include inherited permissions. Thanks!

    Reply
  • Is it possible to get the permissions of all folders / files of a document library (or all libraries) but with the groups expanded to include the users?

    Reply
  • excellent, thank you!

    Reply
  • Hi,

    I am getting below error. Could you please help for this error. Thank you.

    Error:

    Error Generating List Permission Report! Cannot process argument transformation on parameter ‘Object’. Cannot convert the “Microsoft.SharePoint.Client.List” value of type “Microsoft.SharePoint.Client.List” to type “Microsoft.SharePoint.Client.SecurableObject”.

    Thanks,
    Raja.

    Reply
  • Ah, thank you for pointing that out, I have followed your directions to remove what I had and install the newer version, running it now. Thanks!

    Reply
  • FYI, I kept getting this error: Error Generating List Permission Report! The term ‘Get-PnPGroupMember’ I finally figured out the correct cmdlet is actually Get-PnPGroupMembers . Note the “s”. I also used Connect-PnPOnline -URL $SiteURL -SPOManagementShell with better success than the other login methods.

    Reply
  • Is it possible to identify shared items depending on how they have been shared? Ej: users who have the link,
    Specific persons, etc

    Reply
  • Hi, For me was working ok for the first two sites, and then it’s showing the same (default) libraries for all others sites.
    It looks like it’s showing cached list of libraries.

    Reply
  • same for me…the problem is the “-” symbol…delete it and type again

    Reply
  • Had exactly this issue, closed ISE and re-opened. Then redefined both functions as above (Get-PnPPermissions and then Generate-PnPListPermissionRpt) – now works fine!

    Reply
  • Hi, This failed for me with:
    Unexpected token ‘–ne “Limited’ in expression or statement.

    because it didn’t like the line trying to filter limited access (this one)

    $PermissionLevels = ($PermissionLevels | Where { $_ -ne “Limited Access”}) -join “,”

    I got around this by changing this line

    $PermissionLevels = $RoleAssignment.RoleDefinitionBindings | Select -ExpandProperty Name

    to filter out the limited access

    $PermissionLevels = $RoleAssignment.RoleDefinitionBindings |?{$_.Name -ne “Limited Access”}| Select -ExpandProperty Name

    and then removing the offending line completely, I hope that helps someone else 😎

    Reply
  • hello, i might be in right page here since i’m looking for ways to export the list of users that has access to Document Libraries in one of our SharePoint Online site. may i know please and will really appreciate if you can guide me to achieve these:

    1. how to connect to SharePoint Online with MFA enabled security
    2. how to export to Excel all the permission of every document library in our Site?

    thanks upfront for your time 😉

    Reply
    • Thanks for your time looking at it, I saved as .ps1 your recent added section here “Generate-PnPListPermissionRpt” and run but I am prompted by username and password. Normally we used to login with MFA.

      Reply
    • Instead of “Connect-PnPOnline -URL $SiteURL -Credentials (Get-Credential)”, use: Connect-PnPOnline -URL $SiteURL -Interactive to login with MFA enabled accounts.

      Reply
    • @Salaudeen, thank you for a lot of patience to me, when I run the script after using “-Interactive”, I got below error message

      PS C:UsersmynameDocumentsPowerShellVN> .DocLibrary.ps1 Generate-PnPListPermissionRpt : The term ‘Generate-PnPListPermissionRpt’ is not recognized as the name of a cmdlet,
      function, script file, or operable program. Check the spelling of the name, or if a path was included, verify that the
      path is correct and try again.
      At C:UsersmynameDocumentsPowerShellVNDocLibrary.ps1:22 char:5
      + Generate-PnPListPermissionRpt -SiteURL $SiteURL -ListName $Librar …
      + ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
      + CategoryInfo : ObjectNotFound: (Generate-PnPListPermissionRpt:String) [], CommandNotFoundException
      + FullyQualifiedErrorId : CommandNotFoundException

      Reply
  • Hi Thank you for the Script, But i am getting this error: Error Generating List Permission Report! Cannot process argument transformation on parameter ‘Object’. Cannot convert the “Microsoft.SharePoint.Client.List” value of type “Microsoft.SharePoint.Client.List” to type “Microsoft.SharePoint.Client.SecurableObject”.

    Any help?

    Reply
    • Did you ever figure this out?

      Reply
      • I had to start a new PS session and new PS window to get past the “Cannot convert the error: “Microsoft.SharePoint.Client.List” value of type “Microsoft.SharePoint.Client.List” to type “Microsoft.SharePoint.Client.SecurableObject”

        Reply
  • Is there a script that applies these csv permissions?

    Reply
  • If you’re not getting any errors, you may want to try uncommenting one of the other two function calls at the bottom.

    Thanks to the author for an awesome script! Very useful!

    Reply
  • With your second script I am only retrieving the permissions of the docLib and not of any subfolders/files. I am not sure what’s wrong with the script, I have changed the parameters. Anyone else having the same problem?

    Reply
    • If you’re not getting any errors, you may want to try uncommenting one of the other two function calls at the bottom.

      (Sorry, below comment was meant to be a reply).

      Reply

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