often appreciate if list content that is irrelevant to them
is hidden from view. Content can be hidden from the current
user in several ways, and in the demo below Peter Kalmström,
CEO and Systems Designer of kalmstrom.com Business Solutions,
shows three ways to hide content and only display items to
a user if they are relevant to that user.
As an example Peter uses a phone messages list. We have
several demos on how to
enhance a SharePoint Phone Messages list in this series,
but here Peter is using a very simple list to just show
the different methods to hide content.
Hide with a view
The view method can be used by everyone who has edit permission
over the list. It is based on a filtered view, and it is
just for convenience. This method to hide content does not
prevent users from seeing the content if they really want
Modify the default view (and any other view).
Filter the "Called" column so that items are shown only
when 'Called' is equal to the current user, [Me].
Hide with permissions
The other two methods are based on permissions, so they
are secure. They can only be used by a site collection owner
or admin. Owners will not be able to see items they have
removed their own permissions from, but administrators will
still see all items.
To set permissions on items manually is tedious and time
consuming, but Peter shows how to do it to give an
understanding of the process he then automates with a SharePoint 2010
Manual permission setting on each item
Click on the ellipsis for the item you want to set
permission on and select 'Share'.
Click 'Shared with' and then 'ADVANCED'.
Click on the 'Stop Inheriting Permissions' button
in the ribbon.
Select all the existing permission groups and click
on the 'Remove User Permissions' button in the ribbon.
Click on the 'Grant Permissions' button in the ribbon
and start writing the name of the person who should
have permission on this item. Select the correct suggestion.
Click on 'Share'.
By default users have 'Edit' permissions when given a unique item permission this way.
Workflow that sets permission on each new and changed
Open the site with the Phone Messages list i SharePoint
Go to 'Lists and Libraries' and open the Phone Messages
Create a List Workflow and give it a name. Note
that it must be a SharePoint 2010 workflow. Permissions
cannot be set with a SharePoint 2013 workflow.
Go into the workflow properties and set the workflow
to run automatically when an item is created or changed.
Edit the workflow and insert an Impersonation Step.
(These steps always run as the author, who in this case
is allowed to change permissions on list items.)
Click on the 'Actions' button and select 'Replace
List Item Permissions'.
In the step, click on 'these permissions'.
Click on 'Add'.
Click on 'Choose...' and replace all the permissions
with a 'Workflow Lookup for a User...'.
Click on 'Add'.
At 'Field from source', select 'Called'.
Click OK twice and then check the box for 'Edit'.
Click on 'this list' in the step and select 'Current
Right click on the default first step and delete
Publish the workflow
Check the workflow by changing an item and then
see under 'Shared'if the permission on that item has
been changed too.