Restrict List View per User

[lancea1004]

I have the following requirement. Say a List has the following columns:

• Employee
• Location (US, Asia, EU)
• Position

The Site has the following SharePoint Groups:

• Administrators
• US Admins
• Asia Admins
• EU Admins

The requirement is to restrict the items displayed depending on the logged-in user's SP Group and the items' Location:

• Administrators - can view ALL ITEMS
• US Admins - can only view items with Location = US
• Asia Admins - can only view items with Location = Asia
• EU Admins - can only view items with Location = EU

Please note that the number of items also exceed 5000.

[#2]

@lancea1004 Hi,

you could use the folders in the lists.
Each folders have unique permissions for the specific admins.

[#3]

Will it be OK? Does item-level permissions only will apply on the folder instead of all items inside the folder?

So if I have 10,000 items and 5 folders, I will only have 5 unique item-level permissions?

[#4]

Yes, the permission will be on the folder and all items in folder will inherit this permissions.

Yes, you only will have 5 unique folder permissions. In the folders, items will inherit folders permissions.

It's easiest way how to handle a lot of items with the same permissions.

[#5]

I have similar situation, I'm quite new to Lists , how is it possible to get this done, can someone guide me exactly, it seems that you're creating folders for each group of persons accessing, but where does the list reside in all of this, should list be kept in Site Contents area and folders there also. Can someone guide me thank.

[#6]

@David_Cummings You can create folders inside SharePoint lists as well. Check this documentation: Create a folder in a list 

Then you can change the permissions of these folders and share those with respective user groups. Documentation: Customize permissions for a SharePoint list or library 

---

Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.

[#7]

Just noticed that this question was asked back in January, but might be useful for someone else.

I don't really like the idea of folders within lists. Is it possible to just have three separate lists, one for each area (US, Asia, EU) and set appropriate permissions on the lists. Administrators and US Admins have access to the US list, Administrators and Asia Admins have access to the Asia list, etc.

Given that you are trying to ensure different sets of users can only view a set of items this would be a better approach to ensure you don't accidently provide users permissions to incorrect items (proper access separation).

This would also help with the number of items in the list(s) (you said you currently have more than 5000) as you can split them out to each list.

Just thought I'd mention this as another option for you to consider. Probably what I'd go with if it was an option.

[#8]

@gjen020 

Thank you for this. I adopted your thinking when making 40 different lists for each county in my state. Now, I realize, when I make a formatting change or add a flow, I have to go into every single list and make the change. I am wondering now if I can just have one "master" list with everyone's information on it, but only give them access to their own county. I realize they won't be able to set a "default view" only for their particular county, because the default view remains the default view across the entire LIST. So , I'm trying to figure out what is the best way. Each county also has folders within the LIST, so maybe I will just have to mess around with it. 

[#9]

@tmurlin Hello I am in a similar situation. I have a list which I have now added folders to. The folders contain each person list. I only want specific people to view and edit their own folder. However I need visibility of all folders. The issue i am having is when give access and share the folder, the recipient cant view in grid mode - which is important for ease of inputting data for the list- any advice!?