Item Level Permission when "Create items and edit items that were created by the user." is selected

Question

I have a SharePoint List set to "Create items and edit items that were created by the user."

I used to be able to grant "Item Level Permission" to individual separately to work on the item created by others. But was discovered end of last year that individual "Item Level Permission" doesn't work when "Create items and edit items that were created by the user." is selected, others are not able to edit the item even the Edit Item Level Permission is granted. It seems that "Create items and edit items that were created by the user." overrules all Item Level Permission now.

I am forced to set it to "Create and edit all items" now, but this impose risk to accidental or unintentional error and data protection.

Now, how can I ensure users can only edit items created by them and can grant edit permission to users to specific items which were not created by them when necessary?

Answer 1

Hi @Mandy,

Thanks for reaching out to us. We are very pleased to support you.

Item Level Permissions configuration applies to users with Contribute and Edit access to the site or list. If you want users to overwrite Item Level Permissions – they need to have Design Permission Level to the site or list.
In other words, if the list has item level permission and user A has edit or contribute permissions on the list, even if user A has full control over an item (not created by user A), he still can't edit that item. Unless user A has Design and higher-level permissions on the list, but then user A would be able to edit all the items in the list. We need two steps if we want user A to be able to edit items created by other users:

• First, user A is given design and higher permission level on the list.
• Then for those items that user A does not have access to edit, break the item's inheritance permission and set user A's permission level to the item to Read.

It is likely that your list has multiple items, and it is not possible to manually modify the permissions for each item, so we recommend that you use Power Automate to simplify the process.

Due to our lack of knowledge about Power Automate, we are providing the relevant links here for your reference:

How to break and change list item permission using Power Automate?

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link. 

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