Document collaboration
Is this possible to restrict the section in document, based on the user.
Egg:
Document contains three sections,
Section 1, Section 2, Section 3
Three users need to contribute for document preparation,
User 1 for section 1
User 2 for section 2
User 3 for section 3.
Thanks,
Gunasekaran Sambandhan
SharePoint is only able to set permissions for discrete objects (lists, libraries, sites, documents, etc.) and is unable to segment an individual file.
We do two different things here at work to deal with this type of need. We either create a library for a given document then have individual files for each section (this is also useful for collaborating on huge documents even if you don't need to restrict access per section) or we create individual libraries for the sections. The latter is a better way to go for security because it reduces the risk that someone will create a doc and not set permissions.
FWIW: I did a quick check to see if Word would allow me to DRM sections of a document, the answer is no.
Cheers,
Reeves
SharePoint has no clue what is actually in the document (other than indexing for search).
To do what you want, you would have to break the document up into 3 different documents and use item level permissions on each, or put each part in a seperate document library that already has the permission levels set to correspond to the user(s) you want to be able to contribute to that part.
HI,
SharePoint limits all collaboration and security features to the Document level.
A solution we have used with some success is to have 3 document libraries with one user given access on each.
A Quick Part is present in the documents in these libraries which pulls information in a Document Library Column.
A fourth document library has 3 lookup colums pulling information from the aboove 3 Document Library columns
This can be linked to a single document using Quickparts again.
Kind regards,
Related
Disclaimer: Please forgive me if this is a silly thing to ask but I work in a small company and our sharepoint build was outsourced and not done very well, and I'm the closest thing we have to an admin, and I'm just trying to understand what is/isn't possible when it comes to controlling access to our sharepoint content so we can have a clear idea of what we want to do when the time comes to rebuild.
So, my question: we have a set of documents that are stored in a series of libraries. We have several different types of users, who are bound by different levels of contract/NDA.
Some users need access to all our documentation, some need access to most of our documentation and some need access to only some of it.
At the moment, we have them divided into 3 separate user groups, who each have access to only their own library. and we populate each with all of the documents that each group needs access to, which means that a large sub-set of the documents are duplicated across multiple libraries.
EG: user group 1 has access to folder 1 only. User group 2 has access to folder 2 only, etc etc.
This is problematic as we end up with version control issues as people may update a doc in one location and forget that it is also in the one or more of the others.
What I would like is to find a way to maintain only 1 set of documents and be able to control who has access to it at the document level.
Now, I can see how it could be managed by splitting the documents up into separate folders by access level, and it would look something like below:
However, this just doesn't make any sense in terms of our actual content; it's not that user group 1 needs all the legal content and user group 2 needs all the commercial content, and UG3 needs technical. It's that UG1 needs all the legal, commercial and technical content, UG2 needs most of the above, and UG3 is only allowed access to a smaller amount of high level documentation on each.
In real life, it looks something more like this:
So ideally, I'd like a solution for permissions that looks something like this:
In my head, this involves creating permission levels and applying them to the individual documents, for eg: Document #123 can be access by permission level Y, which means user groups 1 & 2 can access it, but not user group 3.
Is this even something that is possible to do? Does it make sense? If I'm way off base, I'd love any suggestions on how else we could/should manage this.
NB: I'm not asking for anyone to tell me the detail of how to achieve this, as that's well beyond my capability and we'd definitely be outsourcing the doing, I'm more just looking to understand what it is we should be getting done when we do get it done, so we don't end up with a substandard solution again.
Huge thanks in advance!
L
Based on your description, I understand that you want to set unique permissions for documents. And you don’t want to put a document in different places to cause a version error.
In my opinion, you first divide users into three separated user groups. Then set unique permissions for individual documents. For example, document1 can be accessed by group1, document2 can be accessed by group1 and group2, etc. Using folders to classify documents cannot meet your requirement.
Update:
1.Select the file -> Manage access -> Advanced.
2.Stop Inheriting Permissions -> Remove permissions of users you do not want, grant permissions for users you want.
I am developing Leave Management System in SharePoint 2013. Employees can apply for leaves and Manager can either approve or reject it.
I have accomplished this by creating a new list - "Leaves" and starting a workflow when a new item gets added. Workflow sends an email to Manager and creates a task item for him to be able to approve or reject it.
However, I would like to know if this approach is preferable in real time scenario. Suppose for organization of 500 employees, can a single list hold so many records for all employees. What are possible ways here to utilize the features in SharePoint and also create a scalable application.
Also, I am also planning to develop a new Add-in in SharePoint 2013 since for applying new leave, we need to display additional information such as available leaves and do some custom validations which are not provided by default SharePoint list. I will be adding the new item to the SharePoint list from the custom developed page so that the workflow still is intact and I am still utilizing out-of-box SharePoint features. Is this the way to go for enterprise level application or there are any other alternatives. Please suggest.
SharePoint Lists are capable of holding that much data. I don't see a problem if you use a single list to hold leave request of 500 employees.
Assume a worst case scenario that all of the 500 employee apply 25 leaves individually in a year, then the item count would be (500*25= 12500) which is not bad.
You will need to take care of the List Threshold error, because data is greater than 5000. For this you can create views which always bring out results less than 5000.
Now lets say you have plan for 5 years, so each year you will add 12500 items which at the end of 5 years will be 12500*5 = 62500 items
Here you can think of 2 options
You can create a list for each year, i.e. Leaves2016, Leaves2017 etc.
In a single list create folders of year, and inside them add all leave datas.
Note: The only major thing you need to take care of List view threshold problem. Which can be tackled with intelligently designing
views
For your second question.
I agree that the OOB SharePoint List form will not cater your requirements. So creating a custom page an add in or something else is a way to go. As far as your data is getting inserted into a list and eventually activating a workflow there is no harm in it.
I'm creating three approved software lists for my company with SharePoint. One is the general list for all associates the next is the restricted list which will contain software like wireshark that only certain people should have access to and the last is the master list which will be a combination of the other two lists.
What would be ideal is being able to add the software to the master list and have it update the other two lists automagically. The unique key will of course be the software title. The field that will determine which list the row will be added to is the the [group] field. (This is where the uncertainty comes in) There will be 4 values that can go into this [group] field they are: restricted, general, engineering, media.
I would like to have the rows with "restricted" go to the restricted list, obviously, and everything else go to the general list.
I'm very new to SharePoint (~1 week) and I'm trying to simplify this process as much as possible. I'm continuing to read and watch the videos to lean more however, I understand this is a complex application. I thought I'd pose this question to people with more experience than myself to find if it's even possible. If not I'll be able to change my train of thought sooner.
Thank you for your time
This is probably a question for https://sharepoint.stackexchange.com/
But -- what I would do in your situation is only use 1 list and make multiple views.
Each view can be filtered by a different criteria (like your group column in this case) then instead of having 3 distinct lists, you can display or have a link for each view (they all get their own URI in SharePoint) seperately.
This way you only ever have to update 1 list, and you avoid the overhead/complexity of trying to copy into other lists with event recievers or workflows or something else.
If someone reading this needs instructions on views:
You can create/switch views from the 'List' or 'Library' tab when you're viewing the list. Then when you add the list to a web part page, you can select which view to use in the web part properties window.
NB. This question might be a bit similar to another one but still result in a different answer, hence the division in two.
I'd like to print out the contents of an entity, consisting of a subset of the fields and including some rudimentary information on its associated entities.
E.g. I'd like to print a lead by displaying its name and phone number but also a list of associated instances of type new_somesome (their new_name and new_size, for example) connected to it.
How can I do that?
I've tried cheating by using mail template but that doesn't include the related entities. I'm not sure how to edit the default print view to include the associatees neither.
Is it acceptable for you to use reports?
For this purpose you can try free MS ReportBuilder. MS allows to build reports without using such large tool as MS Buisness Intelligence. These custom reports appears to be more flexible than system ones. Another way is to try Mail merge functionality.
i have created a workflow activity that do give the item creater of a specific list full control on the item and set everyone else to read only access (permission)
someone told me that doing it this way (if i have a lot of users) the performance will go down dramatically
is that correct ?!!
if yes what is the best solution to create a list where any one can create new items but after the item is created only the creater can edit it and the rest of the users can read it only
The accepted answer is not actually answering the question correctly...
You should not use a workflow to do this, if you want people to be able to edit items they create and only read ones they did not, use "List->Settings->Advanced Settings->Item-level Permissions", and this is available for document libraries (since they inherit from SPLIST) it just does not show up in their "Advanced Settings" in the UI. You can set the ReadSecurity property to 1 and the WriteSecurity property to 2 on the Document Library.
http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.splist.writesecurity.aspx
Performance degradation will happen when you use large ACLs for each list item. Just make sure that item-level permissions basically have the minimum entries. For example:
The user that has permissions to edit that item
A single security group that contains all the users with only Reader permissions.
So, can Sharepoint offer these default permissions OOB? Not that I'm aware of. The only option that I can think of is using workflows that set these permissions dinamycally when the document is uploaded.
If you want to avoid performance degradation just make sure that you never display (or iterate using the object model) more than 2000 of those items in a Fine Grained Permissions list. THAT would definitely cause major performance issues.
Yes, you might solve this with workflows but that might be a bit clumsy and it might slow your server.
The better option is to use List Settings > Advanced Settings > Item-level Permissions.
This feature is not available for Document and Form Libraries.
It is true that a list that contains a large number of items with custom permissions applied, will slown down your server. This is document in the official Microsoft paper Plan for software boundaries.
The recommended/magic number is 2000. Going further won't break anything, but it could be that you will run into performance issues.