How to best manage list entries for privacy

Jakixo 0 Reputation points
2024-02-23T18:35:44.5433333+00:00

Edit: I have come up with a workaround, thank you anyway!

Hi there,

I'm working on a project and I am unsure how to best utilize flows/sharepoint to meet my goals.

We have a team of quality control agents that log errors as they come up. The errors are logged into a Sharepoint List with the following information:

  • File ID Number (using 'Title' field)
  • Person responsible for the file/error (currently using the 'Person' input to attach to the correct staff)
  • Error type (using 'Choice' to select from list of error types, can select multiple)
  • Notes (using 'Multiple lines of text')

What I WANT to do from here is have the Person responsible for the error only able to see the list entries they are tagged in. I'm unsure if I should create a flow to copy entries to individual lists (there is about 50 staff members, this will require adding in every time a new person is hired) with the list permission set to that agent only.

OR

If there is a way to lock filters/views to a specific person? I don't want them to be able to clear the filter or change the view.

We want to ensure Agent 1 is not able to see the errors for Agent 2/3/4 etc.

I'm able to find ways to filter so only the person that created the list entry can see their own entries, but that is not what I'm looking for here.

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SharePoint
A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.
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SharePoint Workflow
SharePoint Workflow
SharePoint: A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.Workflow: An orchestrated and repeatable pattern of business activity, enabling data transformation, service provision, and information retrieval.
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  1. Ling Zhou_MSFT 15,005 Reputation points Microsoft Vendor
    2024-03-05T05:35:01.1966667+00:00

    Hi @Jakixo,

    Thank you for posting in this community.

    I understand your need, but we can't disable users from switching views or clearing filters. This is the default behavior of SharePoint Online we can't change (even though this behavior is unreasonable). You mentioned that the method of triaging items to different lists by creating streams works.

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