List access - Permissions

[DanFountain]

Hi all,

I am going round and round in circles with SharePoint list permissions.  I have been playing with the List permissions, the individual item permissions and the advanced settings on the list (specifically the "Item-level Permissions".

So effectively I am looking to make a list that any end user (preferably - but happy to add them to group if needed) can go to the list and add a record.

They would have access to modify the record they created AND any other records that have been given individual access to edit.  Preferably people would only see records they could edit but that's hopeful thinking.  Effectively any record that has been created may be managed by one or more people - or indeed people may leave a role and need to be replaced by someone else.

Everything I do seems to allow access to edit all records, no records, or only those that the user has created (even if individual access has been granted).  Any idea what i am doing wrong and what combinations I should be using?

Many thanks

Dan

[#2 · Accepted solution]

Hello @DanFountain 

i recommend to set permissions with a Power Automate Flow: https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/manage-list-i...

Give everyone contribute access to the list, after creating a item, stop the permission inheritance and set they own permission on every item. Please attention with the limits and boundaries: https://learn.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-descriptio...

Best, Dave

[#3]

Hi, David.
We have been using this method for some time now, however it is not bulletproof and thus you have to be careful when granting access to new users to the list.

If "Manage access" is used directly from the list, and edit permission is given to the user, he will be given recursive permission to view and edit all list items created before. Any new list items will be restricted by Power automate flow.

Solution is to go through all the list items' permissions every time user is added but that creates issues if owners are not present at the company anymore and just consumes resource and creates extra flows to worry about.

However, we have been successful by adding new users to the list using Classic list settings>Permissions for this list, adding permissions this way did not give recursive permission to previously created list items.