SharePoint Online - How to display folders/ files in a document library based on user login ID/ Email

Question

Environment :

SharePoint Online

Background :

I have a SharePoint Online site and there will be a common document library for different department user to upload document.

Objective :

Users should be able to view folders/ files that belong to their own department.

Question :

How to achieve above objective based on user login ID or email address?

For example :

User	Department	ID	Email
UserA	Human Resource	DomainABC/HR_UserA	userA@hr_abc.com
UserB	Finance	DomainABC/FIN_UserB	userB@fin_abc.com

Answer 1

Hi @Ching Song Lim,

Thank you for posting in this community.

I regret to inform you that SharePoint Online does not have an out-of-the-box method to display different files in the file library according to the login account.

I have an alternative way to allow people in different departments to view files or folders in their own department. You can see if you can use it as an alternative.

1. Create two folders in the file library to hold files or folders for each of the two departments.

2. Create a group for people in the same department.

• Please go to Site Content->Site Settings->Users and Permissions ->people and groups.

• Groups->more->New Group.

3. Add permissions to folders so that only people in the corresponding department can access or edit the contents of the folder.

• Select Folder->Manage access->Advanced Settings.

• Click Stop Inheriting Permissions
• Grant Permissions. Select the group which you created for Finance department and give a permission level for this group. That is what permissions this group has on Finance folder.
• Do the same for another department.

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Answer 2

Hi @Ching Song Lim,

Thank you for your reply.

Perhaps you could consider using the SharePoint Framework as a custom solution.

Here is the link about SharePoint Framework: Overview of the SharePoint Framework.

Since I have limited resources for the SharePoint Framework. If you have questions about using the SharePoint Framework, please add the "SharePoint Development" tag to your question. We will have people on our team who are well-versed in the SharePoint Framework to work with you to solve problems.

Thank you for your kind understanding.

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