I work in a company that I decided to share more than 1300 files for more than 22 groups in SharePoint. In any groups we have 1 or 10 users. In this case, file sharing has his rules: 1- For example: One file can be used by 3 groups. Another can be used by 10 groups and maybe one file can be used by all groups and so on. 2- One file can be assigned to many groups. I have this question: What is the best way to do the following task? Meanwhile the files are not constant and may be changed. Files can be added and also can be deleted. Also files permission may be changed. I think if the amount of these files were little (e.g. 20 files), we could manage the permission by SharePoint default features, but since the amount of files are more than 1300 files, really the usage of SharePoint existing techniques are not possible and it is needed spending a lot of time and energy by admin. The following picture can be useful:
Thank you very much for your comment. I have thought about your comment. I planned a road map. As you mentioned I put all files in a library. Then I created a list which each item in this list is referred to the unique file of that library item. (For example a link with "a" file name in list is referred to a.docx file in library). Then I created 22 columns in my list (for 22 groups) and I use asterisk symbol for indicate which file is belongs to each groups. (For example "a" file link in list is belongs to 2nd, 4th and 16th groups). So now I have a list which 1st columns is file’s name link and then 22 columns that show which file link is belongs to each group. In the other words I simulate a cross sheet like excel sheet). After that I will create 22 views for each group and I will set permission for each views. I have found and implemented this. It is very simply. Now I have decided to create a workflow by SharePoint designer. I continue to study to create workflow by SharePoint designer and Visio. This workflow must act on each item in list. The steps: 1- Workflow must go to first item. 2- I will set “if condition” in workflow. In the “if condition”, the workflow decides which item is belongs to each group. This “if condition” is repeated for 22 times. 3- If the item is belongs to 1st group, it change the permission of the item to 1st group. Than go to 2sd group. If there is asterisk sign, the permission is given to 2nd group and so on. 4- Then the workflow must act for 2nd item. The action will be done like step 2. Until all items (1300 file) are finished. I study for the above road map. Without writing any code with any programming software (like c# or …). I know that there are many ways to do this job. But unfortunately I don’t have deep knowledge in writing codes out of SharePoint.