Solution is to create a new list that contains only the information from the Finance list that needs to be displayed in the lookup columns. This new list can have its own unique permissions, allowing viewers to see the information in the lookup columns without giving them access to the entire Finance list. Another solution is to use a workflow or a Flow in Power Automate to copy the information from the Finance list to another list with different permissions. This way, viewers can see the information in the lookup columns without having access to the Finance list.
Solution 1: Create a new list
This is a relatively straightforward solution that can be implemented quickly. The user would need to create a new list that contains only the information from the Finance list that needs to be displayed in the lookup columns. This new list can then be given different permissions, allowing viewers to see the information in the lookup columns without giving them access to the entire Finance list.
To create a new list, the user would follow these steps:
1. Go to the SharePoint site where the Finance list is located.
2. Click on the "Lists" tab.
3. Click on the "New List" button.
4. Give the new list a name and description.
5. Select the "Lookup column" option for the columns that need to be displayed in the new list.
6. Select the Finance list as the source list for the lookup columns.
7. Click on the "Create" button.
Once the new list is created, the user can give it different permissions. To do this, the user would follow these steps:
1. Go to the "Permissions" tab for the new list.
2. Click on the "Add" button.
3. Select the users or groups that you want to give permissions to.
4. Select the permissions that you want to give to the users or groups.
5. Click on the "Save" button.
Solution 2: Use a workflow or Flow in Power Automate
This solution is a bit more complex than the first solution, but it can be more flexible. With this solution, the user would use a workflow or Flow in Power Automate to copy the information from the Finance list to another list with different permissions. This way, viewers can see the information in the lookup columns without having access to the Finance list.
To create a workflow or Flow in Power Automate, the user would follow these steps:
1. Go to the Power Automate website.
2. Click on the "Create" button.
3. Select the "Automate a workflow" option.
4. Select the "Trigger when an item is created or modified" option.
5. Select the Finance list as the list that you want to trigger the workflow or Flow on.
6. Click on the "Create" button.
Once the workflow or Flow is created, the user would need to add a step to copy the information from the Finance list to another list. To do this, the user would follow these steps:
1. Click on the "Add an action" button.
2. Search for the "Copy item" action.
3. Select the "Copy item" action.
4. Select the Finance list as the source list.
5. Select the new list as the destination list.
6. Click on the "Save" button.
Once the workflow or Flow is saved, it will start running automatically whenever a new item is created or modified in the Finance list. This will copy the information from the Finance list to the new list, allowing viewers to see the information in the lookup columns without having access to the Finance list.
