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

Dear Aimee,

Sorry for the delayed reply.

May I confirm the issue symptom you are experiencing now is the following?

1. You create the the custom permission level above.
2. You assign the custom permission level to users on the list.
3. Users go to the list to add the items.
4. They can't see any previous items except the newly added ones.

Could you confirm it?

Best Regards,

Cliff

Answer 3

Hi Cliff, 

Yes, that is correct.

Answer 4

Dear Aimee,

Thanks for your confirmation.

I’ll be sorry for the inconvenience the delayed reply caused because of the different work time. I’ll currently do a test again and will update here as soon as possible.

Thanks for your patience and understanding.

Cliff

Answer 5

Dear Aimee,

Welcome to share any updates when you have time if you need further help on this issue.

Best Regards,

Cliff