Can you please help me on how will I able to filter the items of my list in Sharepoint depending on the user logged. The items that need to be shown will also depend to the team where the user belongs.
Thanks in advance!
So the image below shown is my list.
For example, User 1 and User 2 both have Full Control permission on my list. But User 1 should only see entries for DETE team. And User 2 should only see entries for Service Control Team.
Showing which items to be shown based on the current user can be done using out of the box SharePoint permission features.
The simplest and short answer is to set unique permissions on each item in your list to specific users or groups by breaking permission inheritance for the SharePoint list. Once the inheritance is broken, you can then specify your unique custom permissions on each item in your list. Then SharePoint will only show what is available for the user to see. If you are not familiar with security inheritance in SharePoint, then I suggest reading up on this topic as this is a foundation of SharePoint security.
To do this, use the "Shared With" -> "Advanced" options from the ellipsis menu on that item, then you can break permission inheritance on that item. (If you don't see the tool ribbon, then change the "List Experience" setting to classic via list settings -> advance settings -> list experience)
Then break the permission inheritance on the item:
Then you can grant permission to specific users or groups:
This can work okay for a small list but is a management nightmare for a large list.
One alternative is to use "Folders" and set the appropriate permissions on there instead. Then you can add/remove items from the folder for easier management to control which users can see what. There are pros and cons with this approach but this method has worked for me. What is nice is that you can display the items with or without folders using the Folder display options when creating a custom view.
Another solution is to create a custom workflow that will apply the proper item security permissions for you when an item is created in the list. This is good to automatically set the permissions for you without doing any work but does add maintenance duties if permissions needs changing such as new users, remove users or modifying users.
Setting up the proper security groups and users should give you the flexibility needed for your security requirements. It is always good practice to use groups when possible.
I have a SharePoint 2013 list where I need users to only see the items they have created. It is a user support ticket system so users need to be able to add tickets using the form I created but then should not be able to see tickets others have created. Any idea how to do this? I know it is in Advanced Settings in SharePoint 2010 but cannot find this setting in 2013.
Thank you!
In Advanced Settings of a Custom List you will have the option to set Item-Level Permissions, if you have a Library this option will not be available.
You can also change the view of the list to filter on field Created by. Insert [Me] into the criteria. Then when someone goes to the list they will only see the items they created.
I need to create a custom group (ease of maintenance) for users that allow them to only add and edit items in LISTS. This group should not be able to edit any of the web parts on the web pages or delete an item in a list.
My Problem is:
When creating the custom Permission Levels the edit option also gives the option for web parts.
If you go down to list level and break the inheritance then you can give the “Contribute” option but this includes the delete option.
A possible solution would be to create an event receiver checking if the user is in this group and then not allowing them to delete an item but then the delete option is available in the ribbon.
Is there an easier way to allow a user group to only add and edit items without allowing them to delete items or edit web parts?
Any help or guidance is appreciated
Found my answer Thanks to a comment from Ramesh on my MSDN question
I needed to create custom permission levels in PowerShell. Adding permission levels in SharePoint 2010 using PowerShell
So you don't have programming privileges on a SharePoint Server but you can use SharePoint Designer. You create lists and you need to separate field permissions. You need fields that all can fill out and fields for administrators to fill out. How do you accomplish this without code?
Have a look at this blog post from Laura Rogers. It shows you how to display (and therefore edit) fields according to permission level using SharePoint Designer.
It'll be awkward.
There is no such functionality out of the box but you can spoof it using multiple lists and workflows.
Something like:
1 list for admins with all fields
1 list for users with user fields
Tie these together with workflows: users have rights on the user list, they can add an entry that fires a workflow that creates or updates an entry in the admin list, copying in all the fields.
You should be able to create these workflows with SharePoint designer.
Is there a way to limit the "edit item" permission in WSS 3.0 to only allow a user to edit his own documents or list items? We need the ability for a user to edit only documents/list items he creates - NOT items that someone else created. So, essentially we need a sub-set of the EDIT permission as well as ADD.
Is this possible in Windows Sharepoint Services 3.0? Is there a way to create custom permissions in code or a feature?
WSS has a basic UI for setting item-level permission on list items, but they hide that from the UI for document libraries. If you go into Settings->List Settings->Avanced settings for a list, you'll see the options to do pretty much what you're asking for. However, on document libraries, that UI is not available. The settings it drives, though are avaiable via the object model.
You could set those same properties for a document library like this:
SPDocumentLibrary onlyOwnLib = theWeb.Lists["DocLibName"]
onlyOwnLib.WriteSecurity = 2;
onlyOwnLib.Update();
And that should about do it. However, apparently that doesn't really set permissions; it just controls what the user can do via the UI. If they had another interface to the library (like via WebDAV) or list (like via the web services), it wouldn't prevent them from editing items they didn't create. If you want true item-level permissions, I think you need to go the event handler route.
This post from Matt Morse explains it in more detail, and he even wrote a command line tool to set the property (plus the .ReadSecurity property) for lists and libraries.
If you added an event handler to the document list you should be able to limit edit rights on that item to the user that created the item.
I often have to copy documents from another system into a list in SharePoint, and in that case the edit rights will be assigned to the system user that transfered the document, unless you use the approach suggested by Kirk Liemohn here
Note that item level permissions on large numbers of documents increase the load on your SQL server quite a lot.
here is the solution for your request.
go to the list -> list settings -> Advanced Settings
you will see the section of
Read access: Specify which items users can read
All items
Only their own
Edit access: Specify which items users can edit
All items
Only their own
None
select the options based on requirement. that's it done..
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This is an old question, however the problem still exists.
A way that has worked well for me in the past is to use a workflow to configure the permissions when the library item is added.
See http://www.sharepointusecases.com/index.php/2010/03/configure-item-level-permissions-for-document-libraries-part-2/ for details.
I believe that permissions like that can be created through the user interface. It depends on the scale and number of list items you have, but you could do one of two things. First (without having to create scripts) you could give everyone a custom "Read" permission access which would not allow them to do everything you can in in the Read permission but allow them to Add Items. Then on an item-by-item basis, click the item -> manage permissions -> (Give the specific user Contribute permissions on their document).
If you're creating a SharePoint list that this will not be practical, you can create a script to traverse through all items, and will verify the user has contribute permissions (otherwise it will set the contribute permission to that user).
Additionally, you could just give each person their own folder.
Give everyone read permissions on the SharePoint list/document library, but give each person full control privileges over their own folder. This will allow everyone to read everything in a list, but create/edit their own documents.
If you want the 'Only their own' permission on a document library, it isn't there out of the box. But I've created a solution at CodePlex that adds this for Document Libraries - check it out at http://moresharepoint.codeplex.com.