SharePoint List External User Contribute but not allowed to View Other Person's Entry

Question

I have a SharePoint List with unique permission set.

External person with external domain can enter their each day working duration and after entry of each line item columns, he or she will not be able to edit.

The same External person only allowed to view own entry but not other person's entry (should not be able to remove filter as well), how should I set this?

Answer 1

Dear C_i,

From the information you provided, you seem to want the external users to do the following.

1. The external users can create a new item in the list, but they can't edit the created item after creating it.
2. The external users can only view their own created items and can't remove the filtered view.

If yes, the default item-level permission can only let users see their own created items but can't disable their ability to edit the items.

First set the item-level permission as follows via Settings>List Settings>Advanced Settings.

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To make them only read their own created items, you need a custom permission level. You as an administrator, you can click on Settings>Site Permissions>Advanced permissions settings>Permission Levels>click on Read>copy the Read permission level by clicking on Copy Permission Level>name the new permission level such as CustomPermission>only check Add items.

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Go back to Site Settings>Site Permissions>Advanced permissions settings>Create Group>name the group such as External Group A>don't check any permission level>Create>New>Add users to this group>add all external users you want to create a new item on the list.

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Go back to the list>Settings>List Settings>Permissions for this list>set the list as the unique permission and grant the custom permission level Custom Permission to the external group External Group A.

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To verify the result, filter the list on the All items view and save the filter view as the default view, then use the external user accounts to access the list to see the outcome.

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If you need some automatic process, you can also set this with Power Automate. But you need to first get the custom permission id and then use API in the flow. If you need the flow solution, welcome to let us know and we'll try to help you further.

Thank you for your time and effort.

Sincerely

Cliff | Microsoft Community Moderator

Answer 2

Hi Cliff,

Thanks for prompt reply.

When you mention : "You can create a SharePoint group, add multiple external users to the group and grant the custom permission level to the group on only the site list with the unique permission.", does it mean to do it in list or library setting? And, we can't do it at site setting > site permission?

Answer 3

Dear C_i,

Thanks for your updates.

You need to create the SharePoint group on the site level. You can refer to the steps in my first reply.

For your reference: Understand groups and permissions on a SharePoint site - Microsoft Support

Then you can grant the custom permission level to the group with the unique permission on the site list level. Go to the settings of the list>Permissions for this list>Stop Inheriting Permissions.

Welcome to share some updates at your convenience if you need further help on this issue.

Thank you for your time and effort.

Sincerely

Cliff | Microsoft Community Moderator