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SharePoint is a collaborate platform where you may store sensitive data in the list or library. Some certain information can only be created, viewed and edited by some certain users/groups, these kinds of information should be hidden and invisible for other specific users/groups for sure. This is a common scenario we encounter when using SharePoint. And there is no OOTB way in SharePoint which makes you achieve this. Today we are going to show how to hide certain list columns from certain users in SharePoint by using Column/View Permission released by BoostSolutions.
This is what looks like when user Cynthia Carey tries to add a new item to the Staff Info list. Actually, there is a “Monthly Salary” column in the list, but it is hidden from user Cynthia Carey under any circumstances
Create a list named as Staff Info from the custom list template with the following columns and staff information on a SharePoint site.
Download the trial version of Column/View Permission, and install it to your SharePoint server.
Navigate to the Staff List prepared above, click List, then click Column/View Permission in Settings group, and then click Manage Column Permission.
In the Column Permission Settings page, click Add Permission Part to create a new permission part (we call a permission configuration as a permission part), specify a unique name for it.
In Include Users section, input user Cynthia Carey in the Select Users/Groups part as following.
Of course, you can input any SharePoint users, SharePoint groups, Active Directory groups, or users represented by Person or Group fields (such as Created By, Modified By and Assign To) or anonymous users.
In Permission Settings section, click Add Column Permission button.
When Add Column Permission dialog appears, set Monthly Salary as Hidden in the “New Item Form”, “Edit Item Form” and “View Item Form” as show below.
The settings we configured above makes users we selected in Include Users section (Cynthia Carey) can’t access the column Monthly Salary whenever she creates a new item, or views/edits any existing items in the list. The Monthly Salary column will be hidden from her no matter what.
In the Add Column Permission dialog, click OK to save the column permission settings.
Then, click OK to save all settings for this permission part.
Log in to SharePoint as user Cynthia Carey and navigate to the Staff Info list.
First, the Monthly Salary column will be hidden in the list view from Cynthia Carey for sure as following.
Then, the Monthly Salary column will be hidden from Cynthia Carey when she tries to create a new item in the list either as following.
Then, when Cynthia Carey tries to edit any existing item in the list, such as the first item 101, the Monthly Salary column will be hidden from her either as following.
When Cynthia Carey tries to view any existing item in the list, such as the first item 101, the Monthly Salary column will be hidden from her always as following. The Monthly Salary column will be hidden from Cynthia Carey under any circumstances.
In the above example, we demonstrated how to hide the Monthly Salary column from the specific user Cynthia Carey. You can hide any certain columns by checking “Hidden” for “New Item Form”, “Edit Item Form” and “View Item Form” for the columns which you want to hide in step 5 and specify the users/groups from which you want to hide in the step 4.
