Monthly Archives: January 2013

Setting Permissions on a SharePoint List View

Have you ever stumbled on not being able to set permissions on a list in SharePoint?

Well, I received this requirement again last week, but this time I was able to find a workaround solution.

Requirement:

Build a simple time off report list for your organization. All regular employees will use the list to add and view their own time off report records. HR members should also have access to the list but should see everyone’s’ time off report.

Dilemma: the list is one; the permission levels for regular employees and HR members are different. So how do we configure different views and setup different permissions so that both entities (employees and HR member) can view what they are supposed to view?

Well, here is the workaround:

  1. Create the list. In my example above I called it Time Off Report.
  2. Set the right permissions on the list. In my example above, regular employees have contributor access and HR members has full access. These can be AD groups, SharePoint groups, or direct users.
  3. Create a web part page for HR members and set permissions for that page to be only accessed by HR, give them full access.
  4. Drop a web part on the web part page and bind it to your list. In my example Time Off Report list.
  5. Go back to the main list (“Time Off Report”) and change the default all items view to filter based on “created by”. The filter option is listed beneath the list of columns as part of the list view options. This way the default view for everyone is their own content.
    • Note: this step will prevent HR from viewing any records off the main list, which is okay since we are giving them their own page to view records from. Of couse, unless they will or have created their own time off report items.
  6. If needed, add links to both the default all items view and to the web part page for easier navigation and access by the different groups on to the top link bar.

Note: You have to configure it in the order shown, especially step 2 has to come before step 5.

The video below walks through the above example.

The video length is: 4:57