User based views on lists

Question

Hi, slightly new to SharePoint so apologies if i omit some info. I have a task to create a list. Anyone of the 111 users can submit items to the list. The 111 users are grouped into 37 different sections (i'll call them departments for ease). I need to restrict the view of the department users so they cannot see each others' departments contributions, but they can see any of the contributions from the users within their own department.

Ideally i want to avoid setting up 37 SP groups since other site developers have a habit of "tinkering", but if i have to i will.

How then, do i target the content of the list to the groups or department users?

Answer 1

In order to do this against a list, you would need to use Audiences which is a part of SharePoint Standard and Enterprise.  However audiences are not a security boundary and should not be used in that way (e.g. the users can still access the data via other means).

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http://sharepoint.nauplius.net

Answer 2

You will need some container to hold the users inside departments in order to grant/validate permissions. Hence you would need to use SharePoint Groups.

Given this, you can solve your requirement by configuring "Item Level Permissions". Idea is as soon as the list item is created, you chnage the permissions and grant access to users from specific department

a) Using SharePoint Designer workflow - Add a step and change permissions of the current list item and select the group. You can get started with these articles -

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-2010---Configuring-List-Item-Permissions-with-Workflow.aspx (most useful for your requirement)

http://www.endusersharepoint.com/EUSP2010/2010/04/09/configure-item-level-permissions-for-document-libraries-%E2%80%93-part-2-%E2%80%93-sharepoint-2010-edition/

http://sharepointgeorge.com/2010/item-level-permissions-infopath-forms-sharepoint-designer-workflows/

b) Using event receivers:

http://msdn.microsoft.com/en-us/library/gg749858.aspx

Please be aware that configuring item level permissions can impact on the performance. Hence go for simpler implementation whenever possible.

Hope this helps...

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-Sangeetha

Answer 3

Also keep in mind that there is a threshold of 1,000 unique security scopes within a single List.

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http://sharepoint.nauplius.net