Microsoft Office Tutorials and References
In Depth Information
This chapter explains the Advanced Settings, namely, Item-Level Permissions for a list.
However, if you want to explore managing the permissions for lists and individual items in
more detail, visit Chapter 12, “Users and Permissions.”
To manage the edit or view permission of list items as a whole, follow these steps:
1. Go to the List ribbon, and click List Settings (make sure you are logged in with an
account that has permission to change list settings).
2. On the List Settings page that opens, click the Advanced Settings link in the General
Settings category. The advanced settings are pretty much standard for all lists, so what
you learn here can be applied to other lists as well. This page has five sections:
Content Types Enabling Content Types lets a list have more than one kind of item in it.
Item-Level Permissions This is the section you need to work with now. As you can see
in Figure 7.34, this section lets you set the Read permission for each item to let users read
all items or only items they created, as well as set the Edit permissions to allow users to
create and edit all items on the list, create items but edit only their own, or create none.
None truly means they can create and edit no items on the list, overriding their actual
user permission levels for the list.
You might be looking for the setting that allowed someone to create an item but not to edit it
subsequently. This capability was particularly useful with surveys, where you would like a candid
response, because you can prevent the user from deleting or editing their first response.
It made sense—users could be allowed to create items and edit all items, create items and edit only
the ones made by the individual user, or create items but not be able to edit.
But alas, this version of SharePoint no longer has that option. Apparently being able to create an
item is inexplicably, and tightly, tied to being able to edit at least that item itself in lists. Keep that
in mind if you are used to the item-level permissions of the previous version of SharePoint.
You can edit the list’s permissions manually to remove the Edit Item permission from the users,
but that is not the easiest option.
Attachments This section lets you enable or disable file attachments for list items.
Attachments (such as directions or pictures) can be especially useful for customer contact
items, for example in a scenario where a sales rep leaves and their replacement needs to
know what the customer looks like or how to get to their office.
Folders For my example, we don’t need to organize the Customers list in folders. Most
lists are lat for easy viewing. However, in some cases, using a second level to organize
list items is a good idea, so this option is available.
Search This option is set to Yes by default. If you don’t want this list’s contents to show
up in search results, set it to No.
Ofline Client Availability This setting is meant to integrate with SharePoint
Workspace so users can download content from the list to work on ofline. There can be
security and other issues with this, so the option is here to allow or deny downloading
for ofline clients.
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