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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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.
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