How to Set Different Read-Only Permissions for SharePoint Groups
Question details
The user needs to configure a SharePoint list so that one group of users can read all items, while another read-only group is restricted to viewing only the items they have created.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Managing list item visibility and access control for different user groups within the same SharePoint list.
- Observed behavior
- Standard list-level visibility settings apply globally, making it difficult to restrict item-level visibility for specific read-only groups without affecting groups that need to see all items.
Ensure you have Site Owner or Full Control permissions on the SharePoint site to modify advanced list settings and manage group permission levels.
Use Item-Level Permissions with Higher Level Overrides
Restrict read access to created items at the list level, and use higher permission levels for the group that needs to view everything.
SharePoint's Advanced Settings allow you to restrict item visibility. While this applies to all standard users, users granted higher permission levels (like Design or Full Control) automatically bypass these restrictions.
Navigate to your SharePoint list, click the Gear icon in the top right corner, and select 'List settings'.
Under the 'General Settings' column, click on 'Advanced settings'.
Scroll down to the 'Item-level Permissions' section. Under 'Read access', select the option 'Read items that were created by the user'.
Click 'OK' at the bottom of the page. Now, standard users with Read or Contribute access will only see their own items.
Go to Site Permissions and ensure the group that needs to see all items is assigned 'Design' or 'Full Control' permission levels, as these levels can override the item-level read restrictions.
Create a Power Automate Flow for Custom Permissions
Use a workflow to automatically break inheritance and assign specific read permissions whenever a new item is created.
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Frequently Asked Questions
Can I create a custom permission level to bypass item-level read restrictions without giving edit rights?
Yes. You can create a custom permission level by copying the standard 'Read' permission and checking the 'Override List Behaviors' box. Assigning this custom level to a group allows them to read all items even if item-level permissions are restricted to the creator.
Why can't I find the Advanced settings in my SharePoint list?
You must have at least 'Manage Lists' permissions (typically granted to Site Owners or full control Members) to view and modify List settings and Advanced settings. If you do not see the gear icon or list settings, contact your site administrator.
Do item-level permissions apply to SharePoint Document Libraries?
No, the 'Read items that were created by the user' setting in Advanced Settings is only available for SharePoint Lists. For Document Libraries, you must manage permissions manually or use Power Automate to break inheritance on a file-by-file or folder-by-folder basis.
