Viewing and changing list permissions_Microsoft 365 and SharePoint Online Cookbook-QQ阅读中文轻小说网

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Viewing and changing list permissions

Just as in a site, you can adjust permissions on a list in a manner that allows control over who can view the list or edit items in it.

In this recipe, we will see how to view and change permissions in a SharePoint list.

Getting ready

You will needFull Control access to the list for which you'd like to view or change the permissions.

How to do it...

To modify list permissions, follow these steps:

Browse to the list for which you would like to view or change the settings.

Libraries in SharePoint are a special type of list, hence a lot of settings that you can configure for lists are also relevant for the various types of libraries. This includes permission settings discussed in this recipe.

Click the settings gear icon in the top-right corner.

Click List settings, as shown in the following screenshot:

On theSettingspage, click the Permissions for this listlink under Permissions and Management.You can now view the current permissions for that list on this screen.

Click Stop Inheriting Permissions from the PERMISSIONStab in the top navigation menu, as shown in the following screenshot:

Click OK on the confirmation message.

As with the message states, by choosing to stop inheriting the permissions, you will have created unique permissions for your list. This means that the permissions on the list will have to be managed independently of the permissions on the site. Changes made to the permissions at the site level will not automatically be reflected in the permissions on the list. You can always reverse this setting and turn inheritance back on by clicking the Delete unique permissions menu option on the Permissions tab. Note that this option shows only if you are not inheriting permissions on the selected object.

You can now independently adjust the permissions on this list by carrying out one or more of the following actions:

Granting permissions to additional users or groups

Changing permissions for selected users or groups that already have access

Completely revoking access for existing users or groups that have access to the list

Select one or more existing users and click the Edit User Permissions menu option, as shown in the following screenshot:

Change the permissions for the user and click the OKbutton, as shown in the following screenshot:

Congratulations! You just set up permissions for your list in a way that is different from the parent site.

How it works...

We saw permissions management in great detail in the Determining and revoking permissions in a siterecipe in Chapter 3, Working with Modern Sites in SharePoint Online. We encourage you to review the recipe and related notes for more details on permissions in SharePoint, but to summarize, we covered the following:

We reviewed permission levels in SharePoint.

We saw how these permission levels relate to things that you are allowed to do and not allowed to do in SharePoint.

We learned how to configure and adjust SharePoint permissions using these permission levels.

Permissions management inLists and Libraryworks similarly to permissions management on a site. When new lists and libraries are created, they inherit the security settings from the site, meaning that whatever access users have to your site, they will have the same level of access to the list. If, for example, a user hasReadaccess to your site, they will by default have Readaccess to the list. After the List or Library is created, however, you can alter these permissions using the steps mentioned in this recipe.

A word of caution: While you can change permissions for each list and library, it is generally not recommended to do so for many lists and libraries in your site. Creating and managing individual permissions can very soon become a governance nightmare. Each situation differs, but you will likely be better off segregating audiences by way of creating different sites targeted toward solving the needs of those audiences.

There's more...

The permission hierarchy explained previously and subsequent management of this further trickles down to the item level, meaning that every item in a list and every document in a library by default inherits its permissions from the parent list or library. You can, however, break away from the inherited permissions and define distinct permissions for individual items. We discuss this and other related areas in the topics to follow.

Item permissions

Just as lists and libraries inherit permissions from their sites, items in lists and documents in libraries by default inherit permissions from the corresponding lists or libraries. SharePoint, however, lets you deviate from the norm and specify unique permissions for individual list items or documents. There are essentially two unique scenarios where you might want distinct permissions on individual items or documents within lists and libraries:

The first scenario is where for all items in a list, you may want users to be able to only see their submissions to that list. An example of such a scenario could be a time-off request form, where individual department employees would submit their time off requests and department managers would approve or deny them. Such a scenario in SharePoint is easily handled by simply enabling item-level permissions through the list settings. To enable item-level permissions in your list, browse to the List settings page, as described in the previous recipe. Then, click Advanced settings link under the General Settings section. You will then see the Item-level Permissions section, as shown in the following screenshot:

You can specify the following settings in this section:

Readaccess: You can specify whether individual items can be read by everyone or can only be read by the users who created them.

Create and Editaccess: This is where you specify whether or not users can edit items created by others.

Please note that you will need Designor Full Control access to be able to update these settings. Also, worth noting is the fact that users with certain access levels, such as those having Design and Full Control access, will be able to view and edit all items in the list, irrespective of these settings. Also, these settings are only available for lists. You cannot configure item-level permissions for document libraries such as this. We'll cover how to apply unique permissions to documents in the next scenario.

The second scenario is where you may want to deviate from the permissions norm for a single list item or for one or more documents in a library (since the item-level permissions described previously are not applicable to document libraries). Let's say that you'd like to get internal reviews done on a presentation before sharing it with a wider audience that has access to it via the parent container library. Until then, you would like to only share it with a few fellow colleagues for their review. For such scenarios, SharePoint lets you stop inheriting permissions from the parent library and specify custom permissions for the document in question. To do so, follow these steps:

You would click the ellipsis next to the document and then click Manage access, as shown in the following screenshot:

Then, click Advanced, all the way at the bottom of the Manage Access panel, as shown in the following screenshot:

This will take you to the Permissions screen for that document. Here, you can view the existing permissions and also modify the permissions for this document as needed.

The steps to modify document permissions from this point on are the same as the steps to modify the list permissions, which we've described earlier in this recipe.

Navigation and search visibility

Modifying the permissions on lists or libraries and corresponding items or documents within them automatically ensures that the corresponding objects are not visible anywhere in the quick launch or global navigation. Furthermore, a search in SharePoint is also security trimmed to only show items that users have at least read access to. Any time that permissions on a document get updated, whether or not the document shows up in the search results for a user will depend on whether the user still has permissions to access the document.