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I'm trying to set up a site architecture for a new Office 365 account, and we would need to have a site and its documents generally open to multiple employees, but some of these need access to most documents but not all.

I was wondering if this could be controlled by metadata? I.e. if the site and document library is generally open to all users, but if a file or page has a certain metadata value, it should be restricted to a particular group. Is that possible? If not, is there another way to achieve this?

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Metadata cannot be used to manage item permissions. You can use metadata to filter views. You can build pages with filtered and unfiltered views and assign permissions to these pages. But a savvy user can circumvent these and get access to the list/library directly. You can use workflows that assign permissions based on metadata. –  teylyn Mar 11 '13 at 8:30
So how would I go about resolving the problem: documents that are in a site/library where only some files should be visible to all? I don't want to put them in separate sites/libraries, because then they won't be searchable/filterable/possible to create views for... –  Anders Svensson Mar 11 '13 at 13:01
You may need to set item level permissions on the items that should not be visible to all. –  teylyn Mar 11 '13 at 21:21

1 Answer 1

I wouldn't use metadata to do a workaround on permission when you already have item level permission built in. By default your documents inherit site permission and those with sufficient permission can read, update and delete documents. But if you want specific permission on a document, edit sharing the following way.

Select Shared With

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Click Advanced

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Click Stop Inheriting Permission in the ribbon.

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Select the groups that shouldn't have permission to this document. In our case, all groups but the Owners group. Then click the Remove User Permission button in the ribbon.

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When done, you now see that only the Owners group have permission to this document.

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Back on the document library, you only have to fire up the menu to see who this document is shared with.

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Just to add to this, you can use 2010 workflows to set the item level permissions based off the item's metadata. –  wjervis Jul 8 '14 at 11:31
@wjervis That's true! But it takes a while to implement, and it could be worth it if you set permissions on documents a lot. –  Benny Skogberg Jul 8 '14 at 11:37

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