Restricting Access to a Specific View in SharePoint Online

C

clausanclbe8

Joined
May 29, 2024
Messages
2
Reaction score
0
Hello,

I have a SharePoint list with two views: one for admins, who can see both views, and another called "public view" for users without admin rights.

For the public view, I want standard users to have limited permissions, such as only being able to download documents without editing or switching between views.

Is there a way to achieve this?
 
P

pradeepkatiyar

Joined
Aug 27, 2024
Messages
7
Reaction score
0
You can achieve this by creating a Custom Permission Level. By default, SharePoint doesn't offer "View-level" permissions (if a user can see the list, they can technically switch views), but you can restrict their ability to manage views or edit content by following these steps.

Step 1: Create a "Download Only" Permission Level​

You need to create a role that allows users to see items and download them, but strips away the ability to edit or create their own views.

  1. Navigate to your SharePoint site and click the Gear icon (Settings) > Site permissions.
  2. Click Advanced permission settings at the bottom.
  3. In the top ribbon, click Permission Levels.
  4. Click on the existing Read permission level, scroll to the bottom, and click Copy Permission Level.
  5. Name it: e.g., "Download Only - No View Switching."
  6. Uncheck these specific boxes under Personal Permissions:
    • Manage Personal Views: This prevents users from creating their own views to see hidden data.
  7. Ensure these remain checked under List Permissions:
    • View Items and Open Items (Required for downloading).
  8. Click Create.

Step 2: Assign the Custom Permission to the List​

Now, apply this restricted role specifically to your SharePoint list.

  1. Open your SharePoint list.
  2. Click the Gear icon > List settings > Permissions for this list.
  3. Click Stop Inheriting Permissions in the ribbon (this allows the list to have different rules than the rest of the site).
  4. Select the users or groups you want to restrict, click Edit User Permissions, and check your new "Download Only - No View Switching" level while unchecking everything else (like "Contribute" or "Edit").

Step 3: "Hide" the Admin View from Public Users​

While SharePoint doesn't natively "lock" views per user, you can make the Public View the only easy option for them:
  • Set the Default View: In List Settings, scroll down to Views and set the "Public View" as the Default.
  • Remove from Menu (Optional): If you use a List Web Part on a SharePoint Page instead of sending users directly to the list URL, you can disable the "Show view selector" option in the Web Part settings. This makes it much harder for standard users to find the Admin view.
 
Top