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Is there anyway to set permissions on an item depending on a column value? I was think about creating a feature to do this but do I have to?

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4 Answers 4

up vote 2 down vote accepted

No, you will need a custom solution for this! For example an asynchronous list item event handler. But be careful with item level permissions - you should not exceed 1000 unqiue security boundaries in a single list. See Software boundaries and limits for SharePoint 2010.

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If you'll have many unique permissions, you'll want to either use folders or push the items to uniquely secured lists. –  PirateEric Oct 8 '12 at 18:58

You can use an impersonation step within a SharePoint Designer workflow to modify permissions. You don't need to custom code, unless you have more requirements.

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I am using SPD 2007 and WSS 3.0. I don't see impersonation step. Please help. –  Kyle Johnson Oct 9 '12 at 20:38
    
This will not work in an WSS 3.0 environment. Impersonation steps were introduced in SharePoint 2010. –  iOnline247 Oct 10 '12 at 1:37
    
I guess I have to create a workflow in Visual Studio to do this? –  Kyle Johnson Oct 10 '12 at 12:54
    
There are codeplex projects that may help you along the way. I can think of spdactivities.codeplex.com for example. –  iOnline247 Oct 10 '12 at 18:27

if you are not a developer and cannot develop an event receiver, try to use this - http://www.infowisesolutions.com/product.aspx?id=SmartActionPro it can update the permissions of a list item according to column value, exactly as you need.

though, there is a limitation for lists with a large amount of items with specific permissions, so you would have to consider that before you are trying to find a way to apply the permissions.

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I am using WSS 3.0. Can I do it? –  Kyle Johnson Oct 9 '12 at 20:32

Actually, there is a way to do this without code, but you need this addon from codeplex.

First, you can create a view and filter the view based on the value of a column. So, for instance, if you create a column called "permissions" and set the value to 1, then you can create a view that filters on that column value.

Now that you have the right view created, you can use the addon I mentioned to show or hide that view based on which usergroup a person belongs to. It's a wonderful addon - I wonder why Microsoft never included this functionality in the first place.

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