Forum Discussion
re: give access to a user to view all items in a Sharepoint list which has setting (by the user)
KrisCachia This is not possible out of the box while using Read items that were created by the user settings.
You can grant approve permissions to HR personnel also & advise them to not add/edit items in list. You can track changes if anything is added/updated by HR personnel using version history.
OR try below complex/messy way:- Remove Read items that were created by the user settings.
- Grant Read permissions to HR personnel & contribute/edit permissions to other users & HR manager on SharePoint list.
- Run Power Automate flow on item creation --> break permission inheritance for list item --> Grant required permissions & remove other permissions
- This approach will be problematic if the list will be very big or if you want to grant/remove permissions of lot of users (in this case, use groups for permissions instead of individual users --> it will make the process less simple)
Limitations of breaking permission inheritance
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KrisCachia go to List settings then over on the right click on Permissions for this list. To make the permissions more fine-grained click on Stop Inheriting permissions in the ribbon at the top left. Then select the checkbox next to the group who should have only read permissions, normally your visitors group, and click on Edit user permissions in the ribbon. That will give you the following screen where you can select what permissions they should have. Any user group who needs to add items to the list will need contribute permissions, but if your users are only reading the list items then just check the Read box.
Rob
Los Gallardos
Intranet, SharePoint, Website and Power Platform Manager (and classic 1967 Morris Traveller driver)
thank you for your reply. I have tried it and yes the HR personnel have read only access to the list. But the list is not showing any items, most likely because they were created by other users.
I need to somehow give them access to view all the list items even those which are created by others.
- There must be a filter on the view. So create a view without any filter and your users will be able to view all the items.
I created a Public view so that any user which has access to the list can access it. The view's settings are to show all items. However the user has access to the list but still the items are not showing.
I am thinking that items are not showing because of this setting (read all items that were created by the user)?
Is there a way to list all items read only for public users while having this setting on ?
KrisCachia This is not possible out of the box while using Read items that were created by the user settings.
You can grant approve permissions to HR personnel also & advise them to not add/edit items in list. You can track changes if anything is added/updated by HR personnel using version history.
OR try below complex/messy way:- Remove Read items that were created by the user settings.
- Grant Read permissions to HR personnel & contribute/edit permissions to other users & HR manager on SharePoint list.
- Run Power Automate flow on item creation --> break permission inheritance for list item --> Grant required permissions & remove other permissions
- This approach will be problematic if the list will be very big or if you want to grant/remove permissions of lot of users (in this case, use groups for permissions instead of individual users --> it will make the process less simple)
Limitations of breaking permission inheritance
Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.
- ok i will try creating a view as read only.
Many Thanks