SharePoint Lists

Question

SharePoint Lists

I have an internal facing SharePoint Page where staff log in and see our onboarding videos, org chart, policies and procedures etc.

I have created a list on here for staff to tick-off when they have read all the policies, watched the videos, provided contact info etc.

I want to be able to restrict the list so when Person A logs into sharepoint they only see the list that is assigned to them, they can't see Person B's list. And then the manager of Person A and B can see both their completed lists.

Any help would be appreciated. Thanks.

Answer 1

Hi @Brady Halliday, 

Thank you for posting your question in the Microsoft Q&A forum. 

Based on your requirement to restrict users so they can only see lists they have permission to access, you can achieve this by configuring list-level permissions. Please follow the steps below: 

Steps to Restrict List Visibility 

1. After creating the list, go to Site contents. 
2. For example, assume you have two lists: List A and List B.
3. Open List A, then go to List settings. 
4. Select Permissions for this list. 
5. Click Stop inheriting permissions. 
6. Remove permissions for Site Members and Site Visitors so they can no longer see this list. 
7. Grant permission only to the specific user (for example, User A) who should have access. 
   • Enter the user’s name and assign the appropriate permission level. 
     

After completing these steps, only the site owners and the users you explicitly shared the list with will be able to open List A. 

Repeat the same steps for List B and grant access only to the intended users.  From User A’s perspective, they will only see List A and will not be able to view List B. 

Additional Recommendation 

As an alternative approach, you may consider creating a form and sharing it with users instead. This allows users to submit information without being able to see other users’ data, which can be more convenient and easier to manage in certain scenarios. 

Thank you again for your time and understanding. If this solution does not fully address your issue, please feel free to share more details about your scenario so I can assist you further. 

I appreciate your patience and look forward to your response. 

---

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".                    

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread    

Answer 2

To achieve the desired functionality in SharePoint Lists, you can utilize the permissions settings to restrict access to the list items based on the user. Here are the steps you can follow:

1. Create Unique Permissions for the List: You will need to break the inheritance of permissions from the parent site for the list you created. This allows you to set specific permissions for the list items.
2. Set Item-Level Permissions: In SharePoint, you can configure item-level permissions for the list. This means you can set it up so that users can only see their own items. You can do this by going to the list settings and adjusting the item-level permissions settings. Choose the option that allows users to only see their own items.
3. Manager Permissions: For the managers, you can grant them permissions to view all items in the list. This can be done by adding them to a SharePoint group that has the appropriate permissions to view all items.
4. Testing: After setting up the permissions, it’s important to test with different user accounts to ensure that Person A can only see their own list items and that the managers can see both Person A and Person B's items.

By following these steps, you should be able to restrict the visibility of the list items as required.

---

References:

• Permissions planning for sites and content in SharePoint Server
• Security