How do you use Microsoft Lists in your business? How do you deal with permissions? What other tips or tutorials would you be interested in seeing about Microsoft Lists?
Thank you. You saved a lot of my time. I need to create a list where many users put items and see only their items. Furthermore, I need a few users to be able to view all the items and edit them as well. You gave Megan design permission; I think I will give the later few users a Full control option. So they can edit those items.
Thanks for watching. Just be aware that full control will also give access to modify list settings, including the one you are relying upon for your item security. Just a heads up.
whats the difference between Full Control and Design? they essentially do the same thing it appears. Also, the Contribute option seems to be the full control as the user can delete the list? can you explain this
SharePoint allows you to break permissions inheritance and set permissions directly down to the item, but it’s strongly discouraged as a solution. If this is your requirement then a solution other than a single list is probably more suitable, or perhaps another platform like dataverse. There are lots of different options but getting to the right one would require a detailed examination of the business requirements.
I have the same question. I have a list of personal details for 50 people divided into 5 teams of 10, each with a team lead. I want to create one list for everyone in one location. The team leads should only be able to see the items for people on their team, while the department head should see items for all teams. Have you encountered a similar situation before, and if so, do you know of any solutions?" The only solution I can think of is to have the team leads manually input items for people on their teams. That might work initially, but what about when the team lead changes.
Not within the context of one list. You can change the owner of an item but the multi-layered "you can see your own", "you can see some", "you can see more" approach cannot work. This just isn't what a SharePoint list is designed for and if that's your business requirement, you either need to meet it using more than one list (perhaps a list per location that the team leads are owners of and then the department head is also an owner of each of the lists) or a different technology such as Dataverse/D365. Ultimately this type of thing comes down to how important that requirement is (i.e. what someone is willing to pay for it). You presumably want to use lists because it's free in M365, if the department head thinks using lists which doesn't quite meet the need absorbs so much of their time that a better fitting system is needed, then a business case must be made for that investment on that basis.
@@brightideasagency Thanks for the reply 👍 I’ve been trying to utilize M365 to improve my organization because it’s “free” so why not take advantage of the tools. Thanks for the insightful videos and keep them coming.
Thank you Nick, I’ve found your video at just the right time as I’ve set up a Sharepoint List to capture staff training records. They will be responsible for updating it every time they attend training. Before we hand it over to them, I already have about 700 records that I need to import. Is there a way that I can do this but it be recorded as if they added it, and therefore can see it in their view? Currently I have a name column that I’m populating but my plan would be to remove this altogether and just have the list detect who added the record. Thanks in advance for any guidance you can provide.
I believe you can update the Author property on the list item using the SharePoint REST API, and this would serve to override the “ownership” of the item for the purposes of these restrictions. I’d probably aim to do this via Power Automate and you’d probably want to add a column showing who the owner should be. Unless there were a really good reason to do this in SharePoint though, I’d probably see it as less complicated to just stand it up in Dataverse/Power Apps. Thanks for watching!
Thank you for this advice and for responding so quickly. You’ve given me a whole new rabbit hole to disappear down, which is a gift! Have now subscribed and look forward to seeing more of your content.
@@brightideasagencyman this is exactly what I am after. You saved me man I gotta import loads of data from an old share point list but I still need to give unique permission to users to edit their own items. 😊
No. A single list is not a good solution if you want to control access on the item-level but across different groups. You could implement different lists per group or choose a more appropriate data storage platform such as Dataverse.
How do you use Microsoft Lists in your business? How do you deal with permissions? What other tips or tutorials would you be interested in seeing about Microsoft Lists?
I've been looking for this for a while. Thank you so much for the explanation!
Thanks for watching! Glad it was useful to you.
Thank you. You saved a lot of my time. I need to create a list where many users put items and see only their items. Furthermore, I need a few users to be able to view all the items and edit them as well. You gave Megan design permission; I think I will give the later few users a Full control option. So they can edit those items.
Thanks for watching. Just be aware that full control will also give access to modify list settings, including the one you are relying upon for your item security. Just a heads up.
whats the difference between Full Control and Design? they essentially do the same thing it appears. Also, the Contribute option seems to be the full control as the user can delete the list? can you explain this
Check this out: learn.microsoft.com/en-us/sharepoint/understanding-permission-levels
Can you set permissions by department or group, so one can edit/view items created by his group members but not items created by other groups members?
SharePoint allows you to break permissions inheritance and set permissions directly down to the item, but it’s strongly discouraged as a solution. If this is your requirement then a solution other than a single list is probably more suitable, or perhaps another platform like dataverse. There are lots of different options but getting to the right one would require a detailed examination of the business requirements.
I have the same question. I have a list of personal details for 50 people divided into 5 teams of 10, each with a team lead. I want to create one list for everyone in one location. The team leads should only be able to see the items for people on their team, while the department head should see items for all teams. Have you encountered a similar situation before, and if so, do you know of any solutions?" The only solution I can think of is to have the team leads manually input items for people on their teams. That might work initially, but what about when the team lead changes.
Not within the context of one list. You can change the owner of an item but the multi-layered "you can see your own", "you can see some", "you can see more" approach cannot work. This just isn't what a SharePoint list is designed for and if that's your business requirement, you either need to meet it using more than one list (perhaps a list per location that the team leads are owners of and then the department head is also an owner of each of the lists) or a different technology such as Dataverse/D365. Ultimately this type of thing comes down to how important that requirement is (i.e. what someone is willing to pay for it). You presumably want to use lists because it's free in M365, if the department head thinks using lists which doesn't quite meet the need absorbs so much of their time that a better fitting system is needed, then a business case must be made for that investment on that basis.
@@brightideasagency Thanks for the reply 👍 I’ve been trying to utilize M365 to improve my organization because it’s “free” so why not take advantage of the tools. Thanks for the insightful videos and keep them coming.
Thank you Nick, I’ve found your video at just the right time as I’ve set up a Sharepoint List to capture staff training records. They will be responsible for updating it every time they attend training. Before we hand it over to them, I already have about 700 records that I need to import. Is there a way that I can do this but it be recorded as if they added it, and therefore can see it in their view? Currently I have a name column that I’m populating but my plan would be to remove this altogether and just have the list detect who added the record. Thanks in advance for any guidance you can provide.
I believe you can update the Author property on the list item using the SharePoint REST API, and this would serve to override the “ownership” of the item for the purposes of these restrictions. I’d probably aim to do this via Power Automate and you’d probably want to add a column showing who the owner should be. Unless there were a really good reason to do this in SharePoint though, I’d probably see it as less complicated to just stand it up in Dataverse/Power Apps. Thanks for watching!
Thank you for this advice and for responding so quickly. You’ve given me a whole new rabbit hole to disappear down, which is a gift! Have now subscribed and look forward to seeing more of your content.
@@brightideasagencyman this is exactly what I am after. You saved me man I gotta import loads of data from an old share point list but I still need to give unique permission to users to edit their own items. 😊
will it work with users security users group?
No. A single list is not a good solution if you want to control access on the item-level but across different groups. You could implement different lists per group or choose a more appropriate data storage platform such as Dataverse.