Forum Discussion
Sharing an Item with item level permissions
I'm new to SharePoint and don't have the capability or resources to develop something for what I am trying to achieve so I have to rely on the options within SharePoint Online. Here is my situation and I'm hoping you are able to help.
Members are allowed to contribute to a list and the permissions are set such that only the creator of an item is able to view the item. For the most part, this is what we need to acheieve. However, for some items, we need 2 people to view the item as both members will be responsible for the activity (the creator and a secondary member that can vary depending on the customer). We tried to have the creator select the 'Share with' feature to add the secondary member however, it appears that the item is already set to be shared with all members (even though, when we tested it, other members cannot view items they did not create - which is a good thing due to privacy required). I tried to break inherited site permissions but this didn't seem to solve the issue. It would be ideal if we can have a creator choose to share an item with another member if required (as well as the approvers/owners) by selecting permission options availble on SharePoint. Any ideas how to get around this without using Info Path/SharePoint Deisgner? I heard someone say active directory but have no idea how to go about it and if it is easy enough to set up. Thanks in advance.
When a list is set up such that only the creator of an item is able to view the item only the creator AND people with Manage Lists permission can see or edit the item. If you grant the other user 'Manage Lists' permission on the item, he will be able to see and edit it.
"If you grant the other user 'Manage Lists' permission on the item, he will be able to see and edit it."
Thank you Russel for your feedback. By doing this, wouldn't they have visibility to all items on the list?
Hi Samantha,
It was my understanding that users with Manage List permission could edit all items, even if the list wer configured as noted above. I just tested this out in my o365 tenant and it did not work as I expected. The idea was to give the user manage list permission on the ONE ITEM. Not the list itself. That way he could edit that ONE ITEM, not the entire list.
In my O365 Environment Its not working. I granted a user 'Manage List' permissions on both the item and the list and he is still unable to edit the item.
Sorrry .
When a list is set up such that only the creator of an item is able to view the item only the creator AND people with Manage Lists permission can see or edit the item. If you grant the other user 'Manage Lists' permission on the item, he will be able to see and edit it.
Hi Samantha D'Cunha,
You are saying that when an item is restricted using item level permissions, if you try to share it using "Share With" feature, item is SET TO be shared but it is not actually not shared. What is the your concern regarding this issue?
- Do you want the ability to restrict users to not have the ability to share the document with any user?
- Is their a group of users who are allowed to see documents created by other users? If YES then Active Directory group can help you here. If you are using 0365 then creating an AD group is not a problem from 0365 Admin portal.
Let us know your feedback based on which community can guide you better.
Hi Bilal. thanks for the response.
We have a list of defined Members that need to submit items, in list format, for approval & tracking of activities they are working on. Most of the time, only the creator and approvers should have visibility to the items created. However, for select items, a creator may need to share the item with another member as both have ownership over the activity. The secondary member could vary however, is part of the Member Group that is allowed to contribute to the SharePoin List.
Using examples to describe the issue: Jack submits an approval request for an activity by entering an item with the details. Only Jack and the approvers should have visibility to this activity. Mary submits 3 requests for activities she is working on however, 1 of those 2 activities needs to be shared with Barry as they are collaborating on the activity, the other 2 should only be visibile to Mary. When Mary selects 'Items' --> 'Shared With' , it indicates it's 'Shared With' all members and approvers that have the abiloity to Read/Contribute/Edit etc. on the SharePoint. Barry and Jack however, cannot see what Mary had submitted because the Item Level Permissions for the list are set to "Create items and edit items that were created by the user" (which is what we need most of the time). We don't want to change the Item level permission because then Mary, Barry and Jack will be able to see all items submitted. So we need the flexibility to restrict/share on an item level basis. Based on what someone described what an Activity Directory allows, I would say this is what we need however, we don't have the skills or expertise to go this route if it involves any coding or developing etc. If it's easy enough on O365, I am open to giving it a shot but I'm definitely not a techy person but trying to help achieve what the business requires without IT resources.
