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 May,

It looks like that is the issue. Below are screenshots of how I have the permission level set up.

Answer 3

Hi Aimee，

Based on my test, the permission level is worked without problem on my SharePoint lists. However, to troubleshoot whether it works to your environment or not. I would suggest you change the options referring to the default permission level “Edit” on this permission level. Please also use option” Check permission” to check whether you have assigned the user proper access. And you may refer to the below screenshots:

 

If the issue still happens to the users with the default permission level “Edit”, that means the issue is not related to the permission level.

So, would you mind share a screenshot of your list?

Best Regards,

May

Answer 4

Hi May,

This isn't happening when they are assigned the "Edit" permission level. Only on the permission level I created above. The first screenshot is of everything in the list (that I can show on the screen at one time) and the second is what others are seeing.

Answer 5

Dear Aimee,

Thanks for your updates.

I need some time to do a test and I'll update here as soon as possible.

Best Regards,

Cliff