How To Filter a SharePoint List By Current User
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- Опубликовано: 1 июл 2024
- This SharePoint tutorial will show you how to filter a SharePoint list by the current user accessing the list. Specifically, this tutorial will show you how to implement a filter on a SharePoint Online list that will filter the list of items to display only those where a person or group column is populated with the current user accessing the list. This is specifically useful where you have a large list of items in a SharePoint list and you only want users to be able to view their items. This tutorial will show you how to filter the SharePoint list to the current user using the filter pane in the SharePoint Online modern experience. It will also show you how to filter the SharePoint list to the current user by modifying or creating a view. Lastly, it will also show you how to filter a SharePoint list by the current user or group when working in the classic SharePoint Online experience.
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Timeline
0:00 - Start
1:50 - Filter a SharePoint list to current user from filter pane in modern SharePoint experience
3:40 - Filter a SharePoint list to current user by creating or modifying a view in modern SharePoint experience
6:10 - Filter a SharePoint list to current user by creating or modifying a view in classic SharePoint experience
#SharePoint #Microsoft365 #SharePointList
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My new sharepoint guru! thanks a lot!
Thanks for the kind words and for watching!
Very helpful thanks 🙏🏻
Glad it was helpful!
Hi Lui, great video! thank you. Is it possible to do something similar by department, so that i can see the actions for the people in my department (not just mine) and filter out actions for users in different departments?
Thank you!
To the best of my knowledge this wouldn't be possible just with SharePoint. You would likely need to create a power app to accomplish this
Merci pour cette video , sauf qu'après la création de l affichage j ai un message qui donne la main d annuler ce filtre que faire pour empêcher cette option , merci d'avance
Hi Lui, quick question please: can you also filter the view with multi person columns?
Hi Umberto, when building our a view that specifies to filter the list to "Me", it will only look for the current user accessing the list whether the column is set to multi-person or not. Hope this helps and thanks for watching!
@@LuiIacobellis It doesn't seem to work with a multiple person picker, as it won't show columns that contain the user if there are more than one user in the field. Do you know any way around this? Thanks for the video btw very appreciated!
Hi Lui, is it also possible that I can lock the change of the filter. The idea behind it is that I have to make sure, that one user does not see the data from another user.
In SharePoint 2019+ currently there is no way to limit list view access based on user permissions.
Can this be used to show/hide columns instead of rows? I would like columns to be shown or hidden depending on logged in user
Hi there, you can filter a Sharepoint list to hide and show columns / fields based on conditions such as the current user but this would need to be done through a Json based (coding approach) filter. I'll be publishing a tutorial on how to create a simple json filter in the next few weeks. Hope this helps and thanks for watching
This is great BUT if you're working with modern view then the users which has edit rights on the list can easily cancel the filter (just click the X on the filter bar) and see all records. Is there anyway that you can stop this ? Thank you
Yes, I've experienced this issue with the modern view. I've not been able to find a way to hide it but, I haven't performed that much research on this. I'd suggest posting the question over on the Microsoft Tech Community!
Hi Lui, could you help me with this doubt... Is it possible to update the sharepoint list through an excel and that the Request field is obtained from that excel column? Example, I have 100 employees, each employee with a unique record (that is, a unique request), instead of manually establishing each request for each line, can this information be brought from Excel itself?
Thank you!!!
Hi Mauro, unfortunately there is no way to update a SharePoint list from Excel. You would either need to build a Power Automate workflow or use a third-party tool. I hope this helps!
Hi Luigi, Can you please clarify if what you enter into the 'Requestor' column is the actual email address of the person ??. ( which is must be the same as his account email address with Microsoft )? . Otherwise I wouldn't see how the software will be able to distinguish the person that logged in in his/her computer isn't it?
Thanking you in advance . Regards
Hi Martin, the requestor field is a person type column. This displays all of the users that are visible (and have accounts) setup in your organization's Microsoft Environment (Active Directory). When a user is accessing a SharePoint site, they have to be logged in with their Microsoft Account and thus the filter will do a match against the user's User Principal Name (UPN) which is the name part of your email address. Hope this helps!
@@LuiIacobellis thanks luigi. Your answer is perfect. Is what i thought would be , i.e : the respective user’s account log in details ( i. E their email address ) thanks
@@martinargimon730 You're very welcome! Glad I could help! Have a great day
Hi Lui, I'm working in something like this, I want to know if it is possible to have a PowerBI report with this list as a datasource, and with this filter the PowerBI report will be updated too, thank you!
Hi Marco, you can indeed connect PowerBI to a SharePoint List and use the filtering capabilities of PowerBI. If you also click the integrate button on the Sharepoint list command bar and then click PowerBI there is an option to automatically create a PowerBI dashboard based on the list data. Hope this helps and thanks for watching!
@@LuiIacobellis thank you!
@@garaymr You're very welcome!
In my organisation we have an issue, after creating a view like in 1:50 everything is working perfectly fine and employees can see only their part, BUT there's a "magic" button on the right corner below "all items" and filter button called "Clear filter" and every person is able to click on it, even with read only access, which unfortunately shows every item from the list to user. Are we doing something wrong, or maybe Microsoft did some changes recently to Sharepoint?
You are 💯 right unfortunately. There is no way to hide the view button and so users with the knowledge of how to remove the filter will be able to. This thread has some suggestions on how you might be able to approach it - sharepoint.stackexchange.com/questions/178960/sharepoint-online-how-to-hide-all-items-view-from-certain-users - hope this helps
Hi. How to filter 1 group can see each name, and another group can see all items at same time
Hello, my apologies for the delay in responding to your comment. I hope that you found an answer by now. You can do this by creating multiple views. One view should be filtered to the group and the second view should not have a filter or be made visible to all users. Note, that you will need to allow for the selection of groups in your person type column to be able to filter on a group. Hope this helps!
How to apply filter on a SharePoint User Group?
So sorry I missed this comment. This is not something that can be done easily but here is a resource with some guidance on how you might accomplish this: sharepoint.stackexchange.com/questions/278364/filter-sharepoint-view-based-on-share-point-user-group
@@LuiIacobellis Thank you Sir.
You're very welcome @@abbasthegreat5