SharePoint Pages

Audi86 · ‎06-01-2022

I have an asset management list in SharePoint. This list is prepopulated with all managers name and email with the assets name they have assigned to users under them. I am looking for a way for when i share the link of the list to a manager, the manager just see his own records from that list and give me feedback if these assets are still assigned and active for users.

the goal is when manager signs in the link i share for list, they just see their own records and other records are hidden.

thanks

tom_riha · ‎06-01-2022

Hello @Audi86 ,

I think you could use the standard SharePoint functionality where you can create a filter on people picker column @Me (as long as the managers are in a people picker column). You could then set it as a default view and everyone who goes to the list will see only "his" items.

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tom_riha · ‎06-01-2022

Hello @Audi86 ,

I think you could use the standard SharePoint functionality where you can create a filter on people picker column @Me (as long as the managers are in a people picker column). You could then set it as a default view and everyone who goes to the list will see only "his" items.

[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Audi86 · ‎06-01-2022

Is there any way i can block the users from switching the filter?

thanks

Audi86 · ‎06-01-2022

Hi @tom_riha

Thanks for response

Is it something like this?

https://www.premierpointsolutions.com/training/help-and-how-to-articles/sharepoint-library-views-and...

eliotcole · ‎06-01-2022

Bang on.

I would go even further to make a 'Managers' SharePoint page, which is only accessible by the managers, then include the view that @tom_riha, advised you to create.

The bonus to doing this beyond the limited access is that you should be able to make it look reasonably sleek. But also it provides the opportunity to have some slightly interactive web-parts on the page. Like tapping different items and the details quickly appearing in a detail pane ... or including a Microsoft Form to input to either the same or a related list.

Audi86 · ‎06-01-2022

Hi @eliotcole

Thanks for response

I was also thinking to use Microsoft Form but not sure if this could work as my understanding is , forms are used to populate list. How can i use it to show data already there in the list and just pull the data belonging to manager and get his response on it, hiding rest of the rows belong to different managers?

thanks

Audi86 · ‎06-01-2022

Unfortunately i dont see @ME option as the column are imported from excel into SharePoint list

eliotcole · ‎06-01-2022

Tom's answer will solve most of your issues there, because the me part of making that list view means that whomever is looking at that list, it will be filtered to only their items. (if set up correctly)

SharePoint Pages

The extra bells and whistles I was suggesting are simple just that, play around with SharePoint pages, and you'll start to see what you can do with a page, and some 'connected' web parts. It really does lead you by the hand for a lot of it.

The only thing that won't be *as* hand led is the permissions, but once you've figured it out (hopefully you have a managers 365 group which would make it simples) then you can only allow the management team to see the page, and you can put a lot more relevant data on there as well as the list that you wish to customise for them.

MS Forms

Don't think about the Microsoft Forms web part until you have a direct use for it. MS Forms are only good for direct input, they can't reflect information.

However, that's also why they're powerful, because you can really easily ensure very specific choices are made.

I used them to power an automated project hub site. Whereby anyone that was starting a new project would fill in the form on the hub site front page. It would then create a Microsoft Teams team with a "prj-" prefix, which created the O365 (at the time) group, which created everything else needed, too. Just a few additional little special calls on the SharePoint Send an HTTP request action were needed to fully build graceful project sites, which all fed into a main tracker.

This could be done many ways, but the Forms have a much nicer UX than other elements around the 365 stack and more closely align to what people are used to elsewhere in life.

Audi86 · ‎06-01-2022

@eliotcole i noticed the @me feature is only available in default columns and any new columns created by importing excel is not working with it 🙂

eliotcole · ‎06-01-2022

Huh ... that's weird, @Audi86 ... that shouldn't be the case.

If you make any ~~'People'~~ 'Person' column (listed as 'Person or Group' in list settings) then you can use the [Me] functionality in a view to filter it.

Try adding a ~~'People'~~ 'Person' column, and put yourself in that column's data for one of the entries, then make a test view, and filter that view on me. You should only see those items with you in that column.

Obviously it will only work with data where the viewer is included, but you get my drift.

Here's a filter that I used for a helpdesk example that I made.

Audi86 · ‎06-01-2022

@eliotcole Ok let me try and follow up.

Audi86 · ‎06-01-2022

@eliotcole when i am trying to add [Me]. It saying error on top: Filter value is not a valid text string.

eliotcole · ‎06-01-2022

Hmm, would need to see the setup of that ~~People~~ Person column, to be fair. In the list settings, then the column setting (click the column name) ... get us a screenshot of that there.

The type of information in that column should be:

Person or Group

Plus you will need to have updated at least one record in the list with you as the person.

Also;

... not that it should matter, but is your list a 'New experience' or a 'Classic experience'?
... is the view that you're editing a brand new, test, view?

Audi86 · ‎06-01-2022

hi@eliotcole

1- Its a new experience

2- i created a test view and also add my name in the column but its not even accepting the [Me] option

Audi86 · ‎06-01-2022

@eliotcole the one difference i noticed is the type which is "Person or group" on your end and my has different options? Not sure how can i change that type!

Audi86 · ‎06-01-2022

hi @eliotcole i created a new column from list settings, before i was creating from column tab which was not giving me Person Type for column. so now i will move the data from imported column to this new column. For some reason imported column dont allow the person and group type.

https://techcommunity.microsoft.com/t5/sharepoint/i-can-t-set-quot-people-or-group-quot-in-a-column-...

eliotcole · ‎06-02-2022

You see, the reason it isn't working is that this isn't the People/Group type of column, it's just a string (text) column.

Also, in fairness, I'll make sure to edit my previous replies to correctly reference the column type as:

Person

or
Person or Group

That should have been more precise.

Audi86 · ‎06-02-2022

Thanks for your additional help 🙂

PowerAutomate15 · ‎02-21-2023

Have you found a solution to that?

Audi86 · ‎02-26-2023

@PowerAutomate15 yes, as with the solution for this question I created public view using @Me where user can only see their entries only associated with their directory name and deleted the default All items view for the list. Then we create private ALL item views for every owner for them to manage list.