BOOST SOLUTIONS Column Permission App User Guide
- June 5, 2024
- BOOST SOLUTIONS
Table of Contents
BOOST SOLUTIONS Column Permission App User Guide
Copyright
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1. Introduction
SharePoint Column Permission App gives administrators the capability to set
columns hidden or readonly, restrict users from accessing or modifying columns
in New/Edit/Display item forms or list views. Column Permission App also
allows administrators to control whether columns should be hidden or readonly
by setting conditions. This user guide will instruct you how to use this app.
For the latest copy of this and other guides, please visit:
https://www.boostsolutions.com/download-documentation.html
2. How to Use Column Permission App
2.1 Setup a Column Permission Part
To setup a Column Permission Part in a list, you must have Full Control permissions in the list or be a member of the SharePoint Online group who has Full Control permissions in the list.
a. This is a list create d by issue tracker template. In this list, we will setup a Column Permission Part.
b. Click Column Permission in the top action bar. (Column Permission App is only available in SharePoint modern experience.)
c. In the BoostSolutions Column Permission dialog box, click Add a Permission
Part.
d. In the Add a Permission Part dialog, specify a name for this part; in the
Select a User section, specify the users or groups. Here, we specify a user
Danies Liu as following.
If you specify a group, all members of the group will be affected by the
column permission settings. Currently, only SharePoint group is supported.
e. In the Condition section, you can set conditions to decide when the columns
should be hidden or read-only, we will demonstrate how to set condition in
next chapter.
f. In the Set Column Permissions section, select the columns and set as hidden
or read-only for each item form. Here, we set Status, Assigned to, Date
reported as read-only and Days old and Cost hidden in Edit Item Form; and set
Days old and Cost columns hidden in View Item Form.
For New Item Form, you can only set the columns hidden; after you select the
columns, the columns will be invisible when you create a new item;
The calculated columns cannot be set hidden in New Item Form.
For Edit Item Form, you can set the columns hidden or read-only; after you
select the columns, the columns will be invisible and hidden when you edit
items.
The calculated columns, the choice column without “Can add values manually”
option enabled cannot be set read-only in Edit Item Form.
For View Item Form, you can only set the columns hidden; after you select the
columns, the content of columns will be invisible in the list views.
The Title column cannot be set as hidden in View Item Form.
Please note the format of Choice column will be removed if you set the column
hidden. If you have set the columns as hidden in the permission part, and then
format the column, the columns will not be hidden any more, you need to edit
the permission part and set the column hidden again.
g. Click the Save button to save the settings.
h. Click to quit settings page.
i. Login as the specified user Danies Liu and access the list, the content of
Days old and Cost columns will be invisible for him as following.
j. Select an item such as Issue 2 and click Edit, Danies Liu cannot see the hidden columns Days old and Cost, or edit the read-only column Status, Assigned to, Date reported as following.
2.2 Set Columns Hidden or Read-Only Based on Condition
Column Permission App enables you to setup the conditions to decide when the columns will be invisible or read-only. This is a list create d by issue tracker template. In this list, we will demonstrate how to set the conditions.
d. In the Condition section, set conditions as this: [Status]!=”Completed”. The condition is an expression of returning Boolean value, true or false. The Boolean value will decide if the function will take effect. This means that only when a condition returns as true, then a predefined column permission is enabled. Otherwise, the product will not function. Note, if an error occurs in the condition, then the returned value will be false. The condition expression is composed by 3 parts: column name, operator and value. The column name must be parceled by [], the operator must be on supported by the app, and the value must be parceled by “”.
Only when the message is “The condition is valid”, the
permission part can be saved successfully, and the permission settings works
for the specified users.
e. In the Set Column Permissions section, select the columns and set as hidden
or read-only for each item form. Here, we set Assigned to, Date reported, Days
old and Cost hidden in Edit Item Form and View Item Form.
f. Click the Save button to save the settings.
g. Click to quit settings page.
h. Login as the specified user Adele Vance and access the list, the content of
Assiged to, Date reported, Days old and Cost columns are invisible when the
Status is not completed as following.
But for items which Status is completed, the content of Assiged to, Date
reported, Days old and Cost columns are visible for Adele Vance.
i. Select an item such as Issue 2 and click Edit, Adele Vance cannot see the hidden columns Assigned to, Date reported, Days old and Cost as following.
2.3 Advanced Settings
Even Column Permission App enables you to set columns hidden or read-only in
list, but sometimes, users may access or modify these columns in other way,
such as in grid view, or export the contents to an Excel or CSV file.
The Advanced Settings allows you to disable these features, to prevent users
to access the hidden or read-only columns.
Please note that advanced settings takes effect on all site users including
the site admin; the settings are independent of the user specified in the
permission parts.
2.4 Conditions
Column Permission App enables you to setup the conditions to decide when the
columns will be invisible or read-only.
Column Permission App provides following functions:
2.5 Technical Notes
Due to technical limitation on SharePoint Online, Column Permission App does
not work in followings:
Column Permission App does not work on SharePoint Online classic experience;
Column Permission App does not work in Gallery view;
Column Permission App does not work in “Edit in grid view”;
Column Permission App does not work with Alert Me;
Column Permission App does not work in version history;
Column Permission App does not work on Wiki page library and Discussion board
list;
Column Permission App does not work well for Multiple Line of Text column;
Column Permission App does not work for search results;
Column Permission App does not work in mobile view.
Column Permission App User Guide
Appendix: Subscription Management
You can use BoostSolutions Column Permission trial subscription for a period
of 30 days since the day you first use it, without any functional limitations.
If the trial subscription period ends, you will need to buy a subscription.
The subscription of BoostSolutions Column Permission is per site (previously
called “site collection”) or tenant annually. For site collection
subscription, there are no end-user limitation. All users in site collection
can access the app. For tenant subscription, there are no sites or site
collection limitation. All users can access the app in all sites or site
collections within the same tenant.
Check Subscription Status
a. When you open Column Permission dialog, the subscription status will be
shown on the top of the dialog. When the subscription is about to expire
within 30 days, the notification message will always show the days left.
b. To update the subscription status, please click on the notification message, then the License Information dialog will show.
Click the refresh icon next to expiration date, the new status will be loaded.
c. Once the subscription expired, the message will show as “Your subscription
has expired on mm/dd/yyyy”.
d. Please send us
([email protected]) the Site
URL/Site ID/Tenant ID to proceed a subscription or renewal.
e. If you purchase a site (site collection) subscription, the license status
will be as following.
The license type is Site.
f. If you purchase a tenant subscription, the license status will be as this. The license type is Tenant.
References
- BoostSolutions Apps for SharePoint Online | Subscription Edition | 2019 | 2016
- Product Documentations | BoostSolutions
- BoostSolutions Apps for SharePoint Online | Subscription Edition | 2019 | 2016
- BoostSolutions Apps for SharePoint Online | Subscription Edition | 2019 | 2016
- Product Documentations | BoostSolutions