Manage SharePoint List: Permitting Add/View Actions, Blocking Edit/Delete

The blog post by Michel Mendes [MVP] explores how users can be permitted to only add and view items in a SharePoint Online list while blocking editing and deleting. A reader prompts the discussion, seeking a way to disable edit capabilities when users view their entries.

Michel clarifies, though, that there is no direct way to disable editing via list settings or List Formatting. Instead, he suggests the creation of a custom permission level. Essentially, one can limit the permission to add items without editing or deleting.

The first segment of the process involves handling advanced site permissions settings. In the Site Settings menu, select 'Site permissions' and go to 'Advanced permissions settings'. From here, you can access all available permission levels for a site by clicking on 'Permission levels'.

Next, Michel advises on tweaking the 'Contribute' permission levels. From the list of permission levels, select 'Contribute' and click the 'Copy Permission Level' button at the bottom of the page. A new permission level page with the same settings as 'Contribute' should load up. This should be named 'Add without editing and deleting'. You then need to remove specific permissions, namely 'Edit Items', 'Delete Items', and 'Delete Versions'. Save the custom permission level once completed.

The latter half of the blog deals with breaking permission inheritance in the list where you want to restrict user permissions. Head to the list settings and under 'Permissions and Management', select 'Permissions for this list'. 'Stop Inheriting Permissions' is the next step which allows the addition of specific permissions to this list, independent from the parent SharePoint Online site.

The final steps involve assigning the custom permission level to a member's group in the list. Michel suggests site owners should have full actions in the list while site members can only add and view items. Therefore, it is recommended to select the Members group of your site and click 'Edit User Permissions'. The permission level of this group should be changed to only 'Add without Editing and Deleting'. The blog ends with the results of these steps. Site members can add items but not edit them, while site owners remain able to edit items.

A Closer Look at SharePoint Online List Permissions

SharePoint Online’s brilliant architecture allows for intricate levels of customisation when it comes to user roles and permissions. The list-level permissions help maintain data integrity, thereby ensuring that the right people have the right levels of access. The creation of custom permission levels provides admins greater control over data access and modification in SharePoint Online platforms. Michel Mendes [MVP]'s guide splendidly details how list permissions can be customised to allow different user roles to add and view items while preventing the editing or deleting of these items.

Read the full article How to allow users to only Add and View SharePoint list items (block editing/deleting)

Learn about How to allow users to only Add and View SharePoint list items (block editing/deleting)

Creating a user-friendly platform is critical in ensuring a secure and organized workspace. SharePoint Online, for instance, allows for such settings. However, it's not always easy to configure these settings for specific user roles and tasks. Especially if there is a need to limit users to only view and add items to a list, but not edit or delete them. This post guides through the process of restricting user capabilities by creating a custom permission level.

The task might look straight forward, but one cannot just eliminate the capabilities directly through List Formatting or via list settings only. The solution lies within an advanced feature of Office 365's collaboration platform dubbed 'Custom Permission Level'. Let's delve into the steps involved.

Firstly, manage your site permissions. Navigate to the 'Site Settings' menu and select 'Site permissions'. This is followed by clicking 'Advance permissions settings' from the drop-down menu. It's at this point that you get to interact with all available permission levels for a site by clicking 'Permission levels'.

Secondly, you'll need to clone an existing permission level but with some modifications. Select 'Contribute' from the permission level's list, scroll down, and click 'Copy Permission Level'. You'll land on a new permission level page with settings similar to the 'contribute' permission. Name it 'Add without Editing and Deleting'. Then, proceed to remove the permissions, specifically, 'Edit Items', 'Delete Items', and 'Delete Versions'. Click save, and your custom permission level is set.

Although you've achieved a milestone at this point, there is more to do. You'll need to break permissions inheritance on the desired list. Head to list settings in the list you want to assign custom permissions. Click 'Permissions for this list' under 'Permissions and Management'. Hitting 'Stop Inheriting Permissions' should confirm the new settings. Now, you have given specific permissions to this list, separate from those of the parent collaboration platform.

Furthermore, it's time to assign your custom permission level to the desired group. For this exercise, we'll use the Members group. Allow the site owners to have full control of the list, simultaneously permitting site members to just view and add items. Navigate to this group, then click 'Edit User Permission' to apply the new permission level 'Add without Editing and Deleting'.

The settings are now in place, with site Members now having access to add items but not edit them. Whereas site owners will still retain full edit capabilities. Remember, the aim was to create an environment where only certain users could add items and view them, without allowing them to edit or delete the entries.

These directions should help manage user interaction within Microsoft's collaboration site. However, it demands a deep understanding of the platform's permission settings to successfully navigate these features. While this guide simplifies it, additional resources and training modules would enhance comprehension.

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