Forum Discussion
Multiple sharepoint lists sharing same columns
Hi,
thanks for replying. Unfortunatelly, I need this for security. So group of users need to have access to list A, others need to acces List B etc.
Do the users needs to interact with the data once it's in those lists or are they read-only?
Yes, given the additional information that you've provided I don't think there are many other options whilst keeping things out-of-the-box.
The way Deleted describes is pretty much the same as my option 2, where you use Flow to duplicate the content from your master list to the child lists. As you want this done automatically, that's the only way you're going to be able to do it.
If you were manually entering items into the child lists, you could have used lookup columns to your master list, which would then have allowed you to only have the unique "master" data stored once.
So you suggest using flow as the best solution to the problem here?
Yes that helps. So if you enter an item in list one. It copies the columns shared to list 2 as a new item that you can go in and update. And also copies a couple columns to a new item in list 3 that also has its own columns to update?
In that case you can set your three lists but your going to have an issue preventing people from modifying column 1 in list 2 and 3.
But from a quick think through here you would setup a flow to trigger on new item creation on list 1 to copy the column data over to list 2 that you needed. Then a flow on list 2 that when new item created copy the columns over to list there that’s needed. Then you would edit the forms on list 2 and 3 to lock or make the fields from the other lists read only and only allow updating the unique columns to the respective list.
The only problem thou if anyone figures out how to use quick edit on the list they can bypass the read only on those fields and change them since you can’t really lock down columns on SP if you have edit rights to the row.Let me try to explain this way:
LIST1
COLUMN1: Project code(unique)calculated value based on other columns
COLUMN2: Project name
COLUMN3: Project detailsCOLUMN4: Deadline 1
COLUMN5: Deadline 2
COLUMN6: Status (copy from list 3)LIST2
COLUMN1: Project code(unique) (copy from list1)
COLUMN2: Project name (copy from list1)
COLUMN3: Deadline 2 (copy from list2, column5)
COLUMN4: Specification
LIST3
COLUMN1: Project code(unique)
COLUMN2: Project name (copy from list1)
COLUMN3: Specification (copy from list2)
COLUMN4: Status- I think we get the whole column thing. What we don’t understand is the actually data in the lists. This data being entered is all unuiqe to each list? No relation to each other other than they are Input with similar columns?
Are you expecting users to be able to do something with the combined shared and unique data in lists B and C?
Sorry.. I'm not sure what do you mean here..
Basically, what I want to do is build a master list (with a master-unique column) and other columns that get distributed to other lists based on the master-unique column. The other lists should have the master-unique column and their own set of columns. Columns should be also copied from list B to list C. Good thing with this is that I do not need a column that needs to be changed in multiple lists, I just need it presented in other lists.
As for the webpart, it that working in latest o365 modern webparts?
Ok, thanks for that. So to summarise (this is just so that I completely understand the requirement :))
List A
Contains a set of data specific to this list.
Is secured to User Group A
List B
Contains the data that has been entered into List A AND has data specific to this list
Is secured to User Group B only
List C
Contains the data that has been entered into List A AND has data specific to this list
Is secured to User Group C only
Are you expecting users to be able to do something with the combined shared and unique data in lists B and C?
The way my mind is working at the moment you have a few options:
1. As Deleted mentioned, you could create a PowerApp to create a custom interface onto the lists
2. You use a Flow/Workflow to replicate the entries from List A into Lists B and C. I don't particularly like this as you'll have duplicates of the data, and you'll have to ensure that if anything changes in the consuming lists, then you'll need to replicate the changes across
3. You could create a page which has two web parts on it. One displaying the shared data from List A, and the other displaying the data relevant to them i.e. pageb.aspx has a web part displaying List B.
They need to interact with the data that is only unique for that list. The shared data is imputed(and interacted with) in list A.
