Locking a list in SharePoint

Question

I have several lists where I add invoices and route them to the proper people for approval. They will go into the list and edit certain columns and Approve. Is there a way to lock a list so that they aren't able to delete items/columns, but are still able to edit fields within the columns? 

Also, is there a way to have only certain people view a list and they aren't able to see the others? I tried only sharing that certain list, but then they weren't able to access the SP at all until I added them to a member of the site. Once they were a member of the site, they can see everything.

Answer 1

Dear Aimee,

Sorry for the delayed reply.

I do a test with the permission level you showed in the screenshots above and users should see all items in the specific list.

I'd like to confirm whether the users can only see the newly added items created by them in the specific list each time when they add the new items each time. 

If yes, I guess that someone in your company creates a flow by using Power Automate to restrict users' view in the specific list. For example, the flow can be created as follows. 

Condition: When a new item created or modified by a user.

Result: Remove the user permissions on all existing items in the specific list and only grant user permission on the newly created item added by the user.

If the user add item 8 on the list, the flow will be automatically ran and the user's view will become the following on the list.

The site owner view is the following on the list.

So I suggest you contact other users and go to Power Automate to check whether someone creates such a flow created on the affected list in the site. If yes, let the flow creator removes the flow to see the result.

Best Regards,

Cliff

Answer 2

Hi Aimee,

Thank you for updates.

To let all users have access to the SP site, just navigate to the SP site Home page. Then click Settings>Site Permissions> Advanced permissions settings>Grant Permission to assign them with related permission level to share the whole SP site. See screenshots:

 

Note: “Everyone except external user” is used to invite all users in your organization at once.

 

Since it may not be possible to make a public SharePoint sites for now, it may not available to let everyone to have access to your SharePoint site.

In addition, sharing a whole SharePoint site to users will not affect the specific List if you had stopped Inheriting Permissions of that list from the SharePoint site.

If you have any concerns, please feel free and come back to share with me.

Best Regards,

May

Answer 3

That worked! The only issue we're having now, is that it seems like people aren't able to see invoices that were added to the lists before they were granted access. The only way I've found to get them to see those, is if I assign them as an owner, and I don't want to do that. Is there a way to get them so see everything in the list?

Answer 4

Hi Aimee，

Thank you for updates.

May I know if the issue is that people could not see whole content of the lists?

If so, the reason may because the lists are stopped Inheriting Permissions, but you didn’t assign them the access to these lists.

To check this, please navigate to a problematic List page, and choose Settings> List settings >Permissions for this list.

If the list is sopped Inheriting Permissions, please assign your users related permission level by clicking Grant Permissions.

---

And navigate to next problematic list page to grant users permissions according to the above suggestion.

If I have any misunderstandings or you need further help, welcome to post back.

Best Regards,

May

Answer 5

They have already been granted access to the list. They just aren't able to see any items that were added to the list before they were granted access.