How to set up permission settings in a Microsoft List?

Ansley Taylor 0 Reputation points
2023-02-15T08:30:47.1666667+00:00

I have recently been struggling with setting up proper user access rights in my Microsoft list in SharePoint.

I have it set up so that whenever a new item is created in SharePoint, the assigned person(s) receives an email link that will redirect them directly to the item they’ve been assigned. However, even though the link takes them directly to a page with only their item, there is still the possibility that the person will access the entire SharePoint list where their item is located. This is an issue because some of the items on the full list are confidential.

Is there a solution that grants the assigned person editing and viewership access rights but only for the one specific item they've been assigned to on the list?

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  1. Mehtab Siddique (MINDTREE LIMITED) 966 Reputation points
    2023-02-27T13:38:23.7366667+00:00

    Hi @Ansley Taylor,

    Customize permissions for a SharePoint list or library:

    User's image

    For more information: https://support.microsoft.com/en-us/office/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782

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  2. RaytheonXie_MSFT 33,176 Reputation points Microsoft Vendor
    2023-02-16T01:44:19.6866667+00:00

    Hi @Ansley Taylor

    Per my research, you can enable Item Level Permissions for those users with edit and read permission. You can go to List Settings > Advanced Settings.

    Item Level Permissions

    you will set permission in Item Level Permissions section.

    Item Level Permissions

    You can set the two permission for items

    Read items that were created by the user – When you set this option, users will only get to see items they created. They won’t see other’s entries. The list views show only items created by the user.

    Create items and edit items that were created by the user – When this is checked, users will be able to create items, but they’ll only be able to edit items they created. If a user tries to edit items created by other users, they’ll get a “Sorry, you don’t have access” error.

    Please note, Item level settings don’t affect anyone with “Discard Checkout Permissions” – It controls only users with Contribute and Edit Access**.** Users with the Cancel Checkout permission can read and edit all items regardless of the above settings –  So, the Permission level of “Design” or above overrides these settings!

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    1 person found this answer helpful.