Forum Discussion
Restrict a SP library for uploaders
Want to create a SP library where people will be uploading documents from different departments.
Is there a way that i can lockdown a view where anybody coming in can only see their own uploads?
Maybe use the last modified column or create a person column?
I know I can do this with folders and mail groups, but trying to get away from that and also making it easier for my auditors to go through the documents easier without going through folder-ception.
Maybe I can work on restricting the public view?
The owner and small group does need the ability to see them all. ty
To prevent users from creating or editing views while still allowing them to upload and edit documents, configure a custom permission level.
- Create a new permission level
- Using it on your existing “Contribute no delete” level.
- Name it: “Contribute no delete, no list & view update”
- Remove / uncheck the following permissions in the new permission level:
- Manage Personal Views: prevents users from creating or modifying their own personal views.
- Manage Lists: prevents users from creating or modifying public views and other list settings.
- Assign this new permission level to users in the library instead of the default one.
Users: can add and edit documents, but cannot tamper with views or list settings.
Auditors/Owners: retain higher‑level permissions (Edit or Full Control) so they can manage views and see all documents.
If my post solved your issue or answered your query, please mark it as a Solution and give it a Like.
- Create a new permission level
4 Replies
Bear in mind that you cannot limit access to items using Views - or through "security by obscurity" - users will still be able to search for documents and also sync/open them in OneDrive/Explorer where Views do not apply and where they will be able to see everything.
If you need a secure solution, enable Draft Versions on the Library and set Draft Item Security so Only users who can approve items can view Draft Versions. Create an Upload Only custom permission level for your uploaders so they can view, create and update and an Owners permission level for your owners and grant them approve rights.
This way, all documents uploaded will have a draft status by default and will only be accessible to the original uploader and to any one with approve rights to the Library, your Owners.
Permissions cannot be applied at the view level in SharePoint. Views are only filters; they don’t enforce security. If you want to restrict visibility by user at the library view level, you can create a view with a condition such as Created By = [Me]. To make this effective, you must also ensure that users cannot create or edit views themselves, otherwise they could bypass the restriction and see everything. Auditors/owners can have private view to see everything.
If your goal is to restrict access, Views are not the solution. Views improve clarity, not security. If a user has access, they can still find and open everything through search or OneDrive Sync.
If the requirement is that multiple people in the same department should see each other’s uploads, there is no out‑of‑the‑box option to achieve this with a single library.
A department‑wise folder structure can work within a single SharePoint library.
- Folder‑level permissions can be applied so that each department only sees and manages its own documents.
- Auditors or owners who need visibility across all departments can be granted read/write access at the library level, ensuring they bypass folder restrictions.
- For auditors, you can also create a flat view (without folders) so they can review all documents in one place, avoiding “folder‑ception.”
Alternative Solutions
- Separate library per department
- Assign permissions at the library level so each department can only see its own documents.
- Auditors/owners can be granted access across all libraries.
- Single library with item‑level permissions
- Use Power Automate (or custom code) to automatically set item‑level permissions when a document is uploaded.
- This ensures that only the uploader (or their department group) plus the owners/auditors can see the file.
If department wise folders or separate libraries meet your requirements, I would not recommend using item‑level permissions. Managing permissions at the item level quickly becomes a heavy administrative burden and can impact performance and scalability. Folder‑level or library‑level permissions are far easier to maintain, while still providing clear separation for departments and auditors.
If my post solved your issue or answered your query, please mark it as a Solution and give it a Like.
Did test with a coworker, the filter worked and as you pointed out he built a new view which allowed him to see everything.
Right now the group is set for contribute no delete, how do i prevent them from creating any custom views?
Odds are they will not change, but want to be proactive.
Can i load the document library view onto a SP and prevent view changes?
To prevent users from creating or editing views while still allowing them to upload and edit documents, configure a custom permission level.
- Create a new permission level
- Using it on your existing “Contribute no delete” level.
- Name it: “Contribute no delete, no list & view update”
- Remove / uncheck the following permissions in the new permission level:
- Manage Personal Views: prevents users from creating or modifying their own personal views.
- Manage Lists: prevents users from creating or modifying public views and other list settings.
- Assign this new permission level to users in the library instead of the default one.
Users: can add and edit documents, but cannot tamper with views or list settings.
Auditors/Owners: retain higher‑level permissions (Edit or Full Control) so they can manage views and see all documents.
If my post solved your issue or answered your query, please mark it as a Solution and give it a Like.
- Create a new permission level
