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joe_ihlsg
Level: Powered On

Locking down a List Item in SharePoint based on a particular field

Hi,

Can an item from the list be locked based on values of a particular field? For example, I want the items to be locked only when status of the field is “Approved”. If item status is “Draft”, locking is not required.

 

Thanks,

joe

1 ACCEPTED SOLUTION

Accepted Solutions
Super User
Super User

Re: Locking down a List Item in SharePoint based on a particular field

You might also want to consider In Place Records Management. It is designed for exactly this.

You will need to configure it at the site collection level:
https://support.office.com/en-ie/article/configuring-in-place-records-management-952d7d38-9d07-4db3-...

Also, frustratingly, there are no Flow actions out of the box to mark an item as a record and you cannot “Send a http request to SharePoint” to mark an item as a record.

What you can do is move the list item to a secondary list that has automatic records management policies set. And then manage your views over two lists.

I was hoping that an option might be to use Office 365 retention labels to mark an item as a record, but they only apply to documents, not list items.

You are stuck with:
1. Manually change permissions on list items
2. Create a Azure Function (dev work) to mark an item as a record and call that from your Flow
3. Move the item to a new list with automatic record management settings applied.

- Mark

View solution in original post

3 REPLIES 3
Super User
Super User

Re: Locking down a List Item in SharePoint based on a particular field

As far as I am aware you can't lock individual items in a modern SharePoint List. What you could perhaps do is to create an item in a new list to which only certain people have edit access then delete the original item.
Rob
Los Gallardos

Highlighted
howitzer1972
Level: Powered On

Re: Locking down a List Item in SharePoint based on a particular field

We've built flows that change the item level permission to control access based on the item status.  You'll be using a lot of the Send a HTTP request to SharePoint action and using REST calls to preform the necessary commands. It's a PITA compared to the ease of doing this through the old SP 2010 Designer, but it does work. Some links below that helped me.

 

https://docs.microsoft.com/en-us/sharepoint/dev/sp-add-ins/set-custom-permissions-on-a-list-by-using...

https://collab365.community/sharepoint-item-permissions-using-flow-part-1/

https://noellawlor.wordpress.com/2018/01/18/setting-sharepoint-item-list-permissions-with-flow/

Super User
Super User

Re: Locking down a List Item in SharePoint based on a particular field

You might also want to consider In Place Records Management. It is designed for exactly this.

You will need to configure it at the site collection level:
https://support.office.com/en-ie/article/configuring-in-place-records-management-952d7d38-9d07-4db3-...

Also, frustratingly, there are no Flow actions out of the box to mark an item as a record and you cannot “Send a http request to SharePoint” to mark an item as a record.

What you can do is move the list item to a secondary list that has automatic records management policies set. And then manage your views over two lists.

I was hoping that an option might be to use Office 365 retention labels to mark an item as a record, but they only apply to documents, not list items.

You are stuck with:
1. Manually change permissions on list items
2. Create a Azure Function (dev work) to mark an item as a record and call that from your Flow
3. Move the item to a new list with automatic record management settings applied.

- Mark

View solution in original post

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