Forum Discussion

DanielaH's avatar
DanielaH
Brass Contributor
Apr 15, 2019
Solved

Dynamic item-level permissions?

Hello,    I am in need of a solution for a scenario like this: Employee submits a list item Employee also specifies their Line Manager and Supervisor (their names / email addresses are captured ...
Lists
Permissions
SharePoint Online
  • Sai Gutta's avatar
    Sai Gutta
    Apr 16, 2019

    DanielaH - Just an Idea I have never tried this, you can use Flows to set permissions.

     

    https://noellawlor.wordpress.com/2018/01/18/setting-sharepoint-item-list-permissions-with-flow/

jcgonzalezmartin's avatar
jcgonzalezmartin
MVP
Apr 16, 2019
One thing you must consider here is that since you are breaking permissions per item, you could potentially hit the limit in the number of unique permissions allowed in a list (5000)
DanielaH's avatar
DanielaH
Brass Contributor
Apr 16, 2019

Thank you jcgonzalezmartin.

 

Sai Gutta - I had a go at the shared article and it looks quite involved.. since I am not coming from a technical background I am not actually clear whether this does fulfil my purpose - i.e.:

 

The only people who should get contribute access to the item are those as specified in specific columns within the list? 

  • Sai Gutta's avatar
    Sai Gutta
    Iron Contributor
    Apr 18, 2019

    DanielaH - I briefly went through the article and you cannot follow the article as is, you might need to make small changes like getting the user details from sharepoint list to whom you assign contribute access. 

    • DanielaH's avatar
      DanielaH
      Brass Contributor
      Apr 23, 2019

      I am curious - how are others solving this specific business problem?

       

      • Employee submits a new item that requires approval
      • After submission employee cannot edit submitted item
      • Approver(s) can edit submitted item and approve it.
      • Approvers are specified by entering their email address into a column within the item itself

      The requirement really is just a simple approval cycle, which involves access restrictions as described above. The only challenge is that the approvers differ for each item, and are supposed to be 'listed' by the employee as part of submitting the item.

       

      I am surprized that this is so 'difficult' to achieve... or are SPO lists simply not the right platform for this? 

       

      Curious to hear feedback from others on this?

      • DaithiG's avatar
        DaithiG
        Iron Contributor
        Apr 23, 2019

        DanielaH 

         

        We have a similar requirement. At the moment I've decided to copy the list item to a different list so the approver can view the item and we email the requester with a copy of his original submission. 


        We use Forms and the approval system to approve items and update the new list.

         

        I would love more power around item level permissions like you're asking for. Ability for requester to see all their submissions but after submission they can't edit would be great.

Resources