Forum Discussion
Task List Item-level Permissions Setting
Hi,
I have a task list that has 'E-Mail Notifcation' settings enabled (once a new task is created the item is emailed to the profile entered in the 'Assigned To' column). I would like to amend the 'Item-Level Permissions' settings so that 'Read acccess' equals 'Read items that were created by the user' and 'Create and Edit access' equals 'Create items and edit items that were created by the user'.
I have found that after making the above changes to the Item-level Permissions emails are not generated when a new task is added.
The overall goal is to amend the Item-level Permissions to match the above and then amend the current 'Edit' permission group so that the 'Override List Behaviours' option is enabled. I want to set it up this way this way because I wanted to add my team to a group which over rides the Item-level Permissions and only allows everyone else to see their own requests.
Any help/workaround appreciated.
Callum
It is pretty simple to create a SharePoint Designer workflow to change permissions and send an email. You would have to create it as a SP2010 workflow since the Impersonation step was removed from SP2013 workflows. This should be good for a few years, but SharePoint Designer has a terminal lifecycle, so for longer term solutions you may want to investigate another approach. Also an impersonation step runs as the person who published the workflow, I recommend using a dedicated account.
6 Replies
I am surprised to hear that "send email when task is assigned" does not work when you use list settings | advanced | item-level permisssions. I will get it a quick test on my O365 tenant.
- Doh.... Of course if only the task creator can edit the item, and the task assignee is not the creator of the item. The task assignee won't be able to edit the item, so an email to the task assignee that a task has been assigned to them, but that they cannot read or edit the task would be kind of ineffective.
Hi,
Correct, that is what I explained to the admin before he explained what he is trying to achieve. I get the feeling we may have hit a limitation trying to provide an alternative...
On another note, admin is reporting that the list email functionality is really temperamental, even with the default list settings emails are intermittently generated.
I'm using SharePoint Online.
You should potentially reconsider your options a bit here.
Creating unique item level permission is somehtign that could kill over your list. unique permissions ofr each item isn't going to work on the long run.
When you are taling about documents you could create unique folders for each unique permission ( e.g. the folders would be the assigned to ) and then you only need to set unique permissions on each folder.
Back onto your question. How are you updating the permissions? Are you using a workflow/Flow?
Hi,
This is actually something which one of my Site Admins is trying to achieve, it confused me a little bit hence posting on this community.
Okay thank you for confirming, I wasn't aware that creating unique item level permissions could cause issues.
One of my admins is using a Custom List therefore documents aren't used in this situation. However if i was using a Document Library i'd definatley use unique permissions.
The admin is updating the Item-level Permissions via Task List > List Settings > Advanced Settings > Item-level Permission. He has also amended site permissions by creating a new permission level based off the 'Edit' permission group.
