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How to create a list where items are only visible to the creator?

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Tuesday, April 26, 2011 8:24 PM

I need to create a way for 3 store managers (users A, B, and C) to post invoices to a list.  The store managers can only post their own store invoices and cannot see/edit posted invoices from another store.  Regional management needs to be able to see/view/report on all invoices.

I think I need to create a list where users, A, B and C can:

  • create an item in the list, but have a field in the item preset to a specific store value based on who is posting the item.  This appears to be possible using a lookup list with suitable permissions.
  • cannot see/edit items from other users.  If I set the list permissions to only allow "Read items created by the user" then the users cannot post items.

Does anyone have any ideas on the best way to do this without any code?

Mike Frederick

All replies (8)

Wednesday, April 27, 2011 3:00 AM ✅Answered

I like this possibile solution; but how do I create the aggregated list for management to view? Mike Frederick

Mike, you are more interested in this folder option over the simple built-in option that V284 gave you?  V284's answers is exactly the feature for what you're asking.  The folder option is an inefficient, manual, archaic way of doing it, but if it meets your needs better, then go for it.  =D

For top management to see everything in V284's solution, you simply give them Approve permissions or higher on the list, so then the setting for item-level permissions doesn't apply to them.  There is no need to set a field's value automatically, and I vehemently recommend not creating folders with permissions for doing this.

SharePoint Architect || Microsoft MVP || My Blog
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Thursday, April 28, 2011 1:30 AM ✅Answered

I think you misunderstood those settings. Those settings refer to what happens AFTER submitting an item. They of course must have Add Items permissions to add a new item, but then they will only be able to see their own. The question about adding invoices for other stores is a different topic. Folders won't stop that, but I don't even see it as an issue. Why would they do that? That's more of a training issue, and if you want to enforce it automatically, then don't even let them choose a store - just set that value based off their profile information using a workflow (or via rules if you convert the list to InfoPath).SharePoint Architect || Microsoft MVP || My Blog
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Tuesday, April 26, 2011 8:37 PM | 1 vote

Do the following

  • Open the list that you want to configure.
  • On the Settings menu, click List Settings.
  • On the Customize page, in the General Settings column, click Advanced settings.
  • n the List Advanced Settings page, in the Item-level Permissions section, under Read Access, select Only their own. 
  • On the List Advanced Settings page, in the Item-level Permissions section, under Edit Access:Select None. 
  • Click ok. 

 

 

V

Tuesday, April 26, 2011 9:49 PM

You could create folders for each user to enter his/her own items, then set permissions on each folder.

Tuesday, April 26, 2011 10:02 PM

You can follow what V284 mentioned and you can also create Views to show required data. One view with the filter on created By to ME and one view to show every thing. Then add those links to the left navigation with Audience filter so that If manager is coming, He will see the link to view all items and if other users are coming in, They can only see their items view. etc. However in some cases you may need to take out some options from the pages using designer to control certain tihngs to utilize out of box options.

Moonis Tahir MVP, MCPD, MCSD.net, MCTS BizTalk 2006/SQL 2005/SharePoint Server 2007 (Dev & Config)

Tuesday, April 26, 2011 10:07 PM

I like this possibile solution; but how do I create the aggregated list for management to view?Mike Frederick

Wednesday, April 27, 2011 3:01 AM

I don't recommend this option if security is truly an issue.  I don't see why this would be done instead of the basic setting V284 mentioned.  Moonis, what benefit would this method provide when it doesn't secure the data?SharePoint Architect || Microsoft MVP || My Blog
Planet Technologies || SharePoint Task Force

Wednesday, April 27, 2011 5:10 PM

[O]n the List Advanced Settings page, in the Item-level Permissions section, under Read Access, select Only their own. 

On the List Advanced Settings page, in the Item-level Permissions section, under Edit Access:Select None.

If the store managers have only read access to the list, how will they enter new data?  What keeps a store manager from entering a new invoice for another store?

Mike Frederick