How to set Item Level Permissions on a SharePoint List
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- Опубликовано: 25 ноя 2020
- In this video, I explain how you can create Item-Level permissions on a SharePoint list. If you want to allow users to only read and edit list entries they created - this video will explain how to make it happen. Please also reference this article for additional information: sharepointmaven.com/how-to-en...
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can we restrict access by excel data rows using a sharepoint list/workflow
Thank you so much. This is what I was looking for, and glad you mentioned that the owner can still view entries. Great video.
My pleasure, thanks for feedback!
Thanks, this is one of the best videos I have watched and I am able to understand
My pleasure, happy to hear
Very useful stuff. Thank you very much!
My pleasure, Maggie!
Nice content Greg! Moving a step further, if a list row contains a field with mail, how would the flow be to dynamically assign permissions only to that same user so that he/she is able to view and edit only that list item?. Thank you!
No possible OOTB
It's truly a great video. Would like to know if it's possible to grant access right of multiple items in a list to 1 person in one change of permission setting? Thanks
Thanks for the feedback. You can not change access rights of multiple items at once, but you can change permissions for 1 item at a time (Click Manage Access from the item itself)
Thanks for the great video. I have a question. Can we configure item level permission based on group membership? for e.g. if a user is a member of mailenabled security group - Group A, he will see only entries put in by users who are a member of Group A
Thanks. No, not possible with this feature. At this point, you would need to create unique security for each item (row)
Nice Greg, Thanks for sharing the information. Also, I need to set the permission to the users to create the item in the list but need to restrict the modifications. How can I do that?
This scenario is not possible using this feature
Thanks for your video. Assuming the list that i have is used for Item Review. There will be another column containing the Reviewer Name. In this case, we need the Reviewer to have access to edit the row and not the creator. Is this possible? Thanks for your answer.
Not possible
Hello Greg
Greetings !!
Thank you soo much for this on point video, i love to watch them and yes with your assistance i am able to do a lot of optimisation in my role...
Just have a quick question..
In the video i saw that only your name appeared in the drop-down for the project manager role, how to achieve this ? As i work in an organisation and i want user name to be auto populated when then try to create an item
In my case, this was a People Column Type that draws the names from your user directory (but added manually when creating an item).
Thanks for your video! Is it possible to share items with users if they only see their own items?
In this case, items never appear in the list for me. Is there a workaround?
My pleasure. I doubt this is possible since this defeats the whole purpose of item-level security. Not aware of a workaround
it is possible to give access to Read under other variable, lets say each person would be able to to see the items created by their own department (assuming department is a field in the list) ?
Not possible using this feature. Probably possible via Power Automate
Hello Greg! Could you comment if there is a way of setting permissions in a Sharepoint list when users can only have a 'read' permission level (can view pages and list items and download documents) and at the same time make and reply to comments in the Sharepoint list using @mention to send the recipient an email notifying him or her about the mention? Thank you!
I am not aware of a way to configure it in such a way. Doubt it is possible
Hello, thank you for you great videos and blogue, regarding this issue is it possible to do something like this but instead on a column level, i.e., restrict access and or view to certain columns in a List? tks
My pleasure, thanks for the comments. No, not possible to do this for unique columns
@@SharePointMaven OK thanks, I'll try and make two lists one with the info I want to share and the other with protected info, and then connect the two with Lookup Columns and establish some permissions... maybe that will do the job.
Thanks for your video! Assuming that Greg and Mary can only edit their respective created list items. Is it possible to have Jonh, for example, to be able to edit all list items created by both Greg and Mary? What should be the the permission of John in list setting?
Thank you. John should be the Owner of the site (Full Control) to see all items
@@SharePointMaven thank you 🙏
@@pheakavoinvong4315 You are very welcome. Thanks for being my loyal follower
@@SharePointMaven Other than the owner, is it possible to create an HR group, which has full control like the owner?
@@rinsonpeter4870 I don't understand the question
Can we apply item level permissions with power automate? I want once a user has created a row cannot delete that row. Only the Manager should be able to delete. How to achieve that?
I am not sure, you would need to pose this question on Power Automate forum
Thank you for sharing this, Unfortunately I do not have this option Item-Level Permissions listed under my List Advance Settings?
Strange. Could be tied to permissions maybe?
@@SharePointMaven not sure what you are referring as I. Permissions? My account is as admin assigned.
Hi,
I'm not able to find the change item permission options in Advanced Setting. Do we need to change anything in the Sharepoint list for this option to be visible ?
You need to be the Site Owner
Hi... can Mary be set up as part of a Read Only permission group and still be able to edit her entries to the specific list or does she need to have Edit permissions to the site?, sorry I am very new to sharepoint :P. thanks,
Not possible
Thank you. Is it possible set item level permissions for people who have been nominated as an owner using a property field. So if someone creates a new item in a list and there’s a field on the item called Owner. Only the person nominated as the owner can view and edit it. The owner may not be person who created the item.
Not possible
Hi Greg,
I have a scenario, where i have to maintain an asset list. I want the users to edit the items for which access provided to them at the same time they should be having option to add new item if required. Is it possible?
I doubt this is possible
Is there possible to share with all users (public without company account) a list with specific items filtered so they can modify some columns?
No, not possible
Hi, Greg. As admin I had to front-load 70+ items in a project list so I'm listed as the creator for all of them. Is there any way to edit the Created by field so that the individual PMs have ownership of their respective line items?
Definitely not possible OOTB. Maybe via Powershell, but I would not know the answer
It is possible to limit users view access to certain values? E.g. I have a table with a list of Job Titles in column A, and these titles have a Country assigned in column B. Can I limit e.g. John to only see 'France', and Sarah to only see 'United Kingdom'?
Not possible OOTB
can we restrict access by excel data rows using a sharepoint list/workflow
I don't know if you can
Show items based on the person column so they can only see items that are assigned in thier name I'm able to do this with edit view option but it's shows the ME filter applied on the list and the user can delete the filter and can look at all the rows which I'm trying to restrict them from seeing others items. Is there a better way to do this? Please!
I am not aware to do this without doing this programmaticlly.
Hi, is it possible to set a permission that will allow the user to create one item but not to edit it (even if he/she is the creator of the item)?
No, not possible
Hi Maven...I don't know if its me being slow or what....Is it possible to have a permission/rule on a SharePoint list, set that permission so that each member of the site/list can only edit his or her own record? So that no one else is able to edit another members record in a list?
No, Admins will always be able to change records, as described in the video
Can we configure the edit/view based on created or we can use other column where the list item is assigned means all the users will be able to see the item where their name is assigned in one of the column of the item. I am looking to filter the list for user for items where they are assigned to the item.
Not using this feature. Probably need to build something custom
@@SharePointMaven thanks for a quick reply.. Can we share a view with specific people while view is filtered using [Me]? This way who ever login can only see items assigned to their name only.
@@hemantsinghal5439 Yes, you need to save it as a view and then share the link
@@SharePointMaven thanks.. Let me try this..
Please help - I want to create my own item level permissions that would allow more than just the person who created an item to edit the record. I've broken the site inheritance, given new permissions for each item yet the advanced setting permissions seems to always override all of these settings. I'm at a complete loss!
I am not aware of a solution to this
Question based on your example - if you created a row and assigned Mary as the project manager, she would still be restricted from seeing it, right?
Correct. This has nothing to do with PM Column assignment, but rather who created the row!
Hey Greg, we are making an onbaording checklist, where we want users to tick off the item or change status when they're done with it. But what happens when we give them access is that they can delete the list and items altogether. Is there a way only to give them access to interact with it (ticking things off) without deleting it?
I am not aware of a way to achieve this
@@SharePointMaven Is it possible to lock the change of filters for certain users. I want to use the filter [me] in a certain column to make sure the the user sees just his items. Secondly I want to lock the filter to make sure that these users just see there items. Thanks for your answer!
@@HaasFertigbauDe No, you can't lock filters. Not possible.
Hi Greg,
Thanks for sharing, great video and to the point.
Imagine replacing 'Greg' and 'Mary' as users, and replacing them with 'Group A' and 'Group B'.
'Group A' and 'Group B' both contain multiple users
I have a SharePoint 2013 calendar that certain groups need permissions set for.
Am I able to set permissions against each calendar entry / item created, depending on which group is trying to view it?
For example, I belong to 'Group A' and I want to create a calendar entry that everyone else can see, not just for 'Group A', but everyone.....BUT I don't want 'Group B' to see it?
Would your example you demonstrated here work with my scenario above please?
Thank you
Your scenario is not supported via Item Level Permissions
@@SharePointMaven Thanks Greg, is there any way in SharePoint 2013 that I can set this up via 3rd party tools, or something like that if you know?
Only asking because I know I will be asked by the people requesting this.
Thanks again!
@@rookieslr Not aware of a way to do this, doubt it is easily possible.
I have a column that needs to enforce unique values. However, when I try to enable these item-level permissions, I get an error saying "Cannot change item-level permissions because this list or document library contains a column that enforces unique values." Is there any work-around to this, or another way to make sure my column has unique values without enabling that column setting?
No workaround. This is by design.
And if we want to set permission based on say company type in your example. For example A, B person could see all entries for Microsoft and C can see for Google
Not possible
With two list with different level permission and the merged into a principal list you can restrict column access
is there anything I can do if the item level options don't appear in my list settings?
Strange. It could be a permissions issue. Hard for me to say for sure without seeing the setup.
Thanks for good content.
I am facing an issue : New button is not displaying for Read Access users, so can not able to add new list items. As I choose "Create items and edit items that were created by the user", New button should be enabled for all the users and users can edit the items only they have created.
Thanks, agree, it should be enabled. Not sure why it is not
@@SharePointMaven yes, its weird :(
@@naturelvr143 Suggest you open a ticket with MSFT
When the unique permission is set for this list, can power automate write to this list with input data from MS Form.🙏🙂
I suggest you ask a Power Automate expert about this
@@SharePointMaven thanks 👍
Hi Greg, long time fan of yours! I have a question. I have a list. I have restricted the list to the creator in Advanced settings. My scenario is, I want any user in our org to create an item. I want the item visible to site owners (which it is by default) but also visible to a security group too. That security group should be based on a value entered in the list. The outcome being that a user at one of our facilities can create an item, they can specify which facility they are from, the head of that facility should be able to see all items where facility is equal to theirs. I also do not want people to be able to create a new view to circumvent the intent which is to restrict access. Can this be done?
I just saw that this would not be possible in the thread. I'll keep looking. In the meantime, I'll keep watching your videos!!!
Not aware of a way to do this easily... Perhaps with Power Automate somehow
@@usurper762 Any luck? I enabled item level permissions on my list just like this amazing video suggested. Then created a Flow to break permissions and grant users access though the connector, and SP group access through the HTTP request connector. But it doesn’t work even though the Flow doesn’t fail and the item even shows the correct permissions lol. I think the item level permissions for the list overdrives everything
@@SharePointMaven would greatly appreciate any input on my above comment as it has been some time since your response on this topic :) thanks !!
@@TheMKTube I do not have any further input
Hello, I have created 5 items in my list and want to assign editing rights of each of these items to 5 separate individuals. Is it possible?
Yes, using instructions in the video
@@SharePointMaven At first, thanks for sharing the tutorial. Can we define a list of people that can update/delete an item based on a column. For instance the project Managers in your example. It means, as administrator I have a created a list but I need only the project Mgrs being able to modify their items.
Hey I have done this but now I cannot see these options in settings anymore?
OK
I am getting this message. "You need permission to access this item" when I share it with my colleagues. How do I make it accessible after I share the link with them?
You should not be sharing anything - the assumption is that they have access to the site/list already and will just see the entries they have access to per the video
Hi, I have created a list and added it to the team channel which has many members. Bjt only few members are able to access the file whereas others cannot. Few team members cannot even see the list! So how can I manage the access to the site?
You need to make sure that all members have proper permissions to the list. Definitely something related to permissions.
@@SharePointMaven yeah but am unable to figure out what's wrong
@@SharePointMaven all are members of that channel and still they cannot vie or edit the list
@@apoorvahundekar5352 Hard for me to advise without seeing the setup
How can I contact you then?
is there a way to identify custom column types
Don't understand the question
@@SharePointMaven is there a way to know which is custom Content type and which is inbuilt content type same in columns also
@@mohammadafroz4611 Yes, via Site settings
@@SharePointMaven Like checking with names of content types ?
Hi, how do I give access to the people included in the Project Manager column, regardless of whether they created or not that record? I mean, I want that people included in the project Manager column are only able to see those records in which their name is included.
In that case, you need to set permissions for an item in the list via Manage Access. I plan to publish a post on this later
Thanks. Please keep me posted.
@@73antoniotono I won't be able to keep you posted on this - suggest you check out my blog periodically
@@SharePointMaven thanks for your videos, just wondering if this extra step was posted :)
@@rfrost8551 Thank you, - no, not yet, maybe sometime this summer (WIP)
Hi, I have two questions regarding this topic:
1. I build a flow to feed the data filled out from Ms. Forms to SharePoint List (hence the item is first created by the person who filled out the forms then only data synced to SharePoint List). In this case, does this item level permissions still applicable?
2. How do we manage the read and edit access to person NOT creating items? e.g. person A creates the item X, person B reviews the item X; person C creates the item Y, person D reviews the item Y (in this case Person C cannot read and edit item Y and vice versa, Person D cannot read and edit item X.
You would need to manage access for each item in a list then. I plan to write a post on this later this year
@@SharePointMaven Thanks Greg. I understand manage access will resolve my question #2. Would that resolve my question #1 as well?
@@soonkeangtan3533 I don't know - depends on how you build your workflow and whose ID is used to create entries in a list. Hard for me to advise without understanding the setup
@@SharePointMaven Because your illustration here shows the person (user) went to SharePoint List to create the item. But my scenario was the the person did not create the item through SharePoint List. Instead he create the item through Ms. Froms (data synced to SharePoint list using Power Automate). So I'm not sure if this item level permissions is applicable in this case (item created by person in Ms. Forms and how item level permissions going to "recognise" this person?)
@@soonkeangtan3533 Once again, I cannot provide consulting via the comments feature. I have never used this scenario in the past so I can't advise you here. I suggest you do a test yourself and see if this works.
Item level permission can control read and edit items. But what if you set the permission to read items that were created by the user and you want a group who can view all the items? End user can see their request but there’s a group who can view all the requests.
Not possible with this feature
the item level permission is not showing how to get that option pls help me
@@SharePointMavenhi item level permission is not visible to me how to get that option
@@Arunkumar-ql8sy I can't provide support without seeing the setup
Can project manager can see this?
Anyone with Full Control
@@SharePointMaven but there will be different Project Managers and they should only see there respective employees item not all