Restricted Views

Copper Contributor

I am trying to make a sharepoint list where employees can submit responses and managers can view/approve the responses. The list items should be visible only to the employee who created the item and his/her manager. How can I do this?

1 Reply


To achieve the desired functionality in SharePoint Online where list items are only visible to the employee who created them and their respective manager, you can follow these steps:

  1. Set up the SharePoint List:
    • Create a custom list in SharePoint Online to capture the responses.
    • Add necessary columns to capture the required information.
  2. Create User and Manager Columns:
    • Add a column to the list to store the user's information, such as their username or email address.
    • Add another column to store the manager's information. This could be a lookup column to a separate list of employees where each employee's manager is defined.
  3. Break Permission Inheritance:
    • Go to the list settings.
    • Under "Permissions and Management", click on "Permissions for this list".
    • Click on "Stop Inheriting Permissions" to break permission inheritance from the parent site.
  4. Set Item-level Permissions:
    • After breaking permission inheritance, go back to the list settings and click on "Advanced settings".
    • Under Item-level Permissions, select "Read items that were created by the user".
    • This setting ensures that users can only view items they have created.
  5. Create a Flow or Workflow (Optional):
    • You can create a workflow or a Power Automate flow that runs when an item is created.
    • In the workflow or flow, you can use the manager column to grant permission to the corresponding manager to view the item.
    • This can be achieved using the "Grant Access" action in Power Automate or SharePoint Designer workflow.
  6. Test Permissions:
    • Test the permissions by creating sample items with different users and verifying that only the creator and their manager can view the items.

By following these steps, you can set up a SharePoint list where employees can submit responses, and only they and their managers can view/approve the responses. Make sure to thoroughly test the permissions to ensure that the desired security restrictions are in place. FormularbeginnThe text and steps were edited with the help of AI.


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Hope this will help you.


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