Restrict List View per User

LanceA 21 Reputation points
2022-01-26T05:45:10.013+00:00

I have the following requirement. Say a List has the following columns:

  • Employee
  • Location (US, Asia, EU)
  • Position

The Site has the following SharePoint Groups:

  • Administrators
  • US Admins
  • Asia Admins
  • EU Admins

The requirement is to restrict the items displayed depending on the logged-in user's SP Group and the items' Location:

  • Administrators - can view ALL ITEMS
  • US Admins - can only view items with Location = US
  • Asia Admins - can only view items with Location = Asia
  • EU Admins - can only view items with Location = EU

Please note that the number of items also exceed 5000.

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Accepted answer
  1. Echo Du_MSFT 17,116 Reputation points
    2022-01-26T07:56:22.6+00:00

    Hello @LanceA ,

    Welcome to Q&A Forum!

    According to your description, what I need to clarify that you can't filter the list view based on SP groups. If user have read permissions on all items in list then they will be able to see all items.

    You can consider the following workaround:

    1.Create 3 folders in the list for US, Asia and EU

    168619-list0.jpg

    168635-list1.jpg

    2.Sort these items into corresponding folders by location. This might solve the problem that the number of items exceed 5000.

    3.Give the Administrators group Full Control permission at the SharePoint list level

    168620-list2.jpg

    168607-list3.jpg

    4.Give the US Admins group and the Administrators group Full Control permission at the US folder level

    168637-list4.jpg

    168559-list5.jpg

    168638-list6.jpg

    5.And so on, give the Asia Admins group and the Administrators group Full Control permission at the Asia folder level

    168661-list8.jpg

    6.Give the EU Admins group and the Administrators group Full Control permission at the EU folder level

    168662-list9.jpg

    Thanks,
    Echo Du

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  1. sadomovalex 3,626 Reputation points
    2022-01-26T15:50:17.05+00:00

    Will the count for unique permissions only be counted per folder? Or will each item inside the folder count into the total unique permissions for the list?

    unique permissions will be only per folders. Items inside folders will inherit permissions from parent folder

    I tried this and while this does work for the display view, using Export to Excel will still export all list items. Is there any way that users can only export those they see in their view?

    if it works like that it's quite serious security issue which should be reported to MS and they should address that asap. Are you sure that user which was used for testing is not e.g. site administrator?