Here’s the requirement. I have a forms library to which all users must be able to submit forms. Once the incident report is submitted, users should only be able to see their own forms.
There are 7 classifications of “incidents”. These incident codes and the primary person responsible for handling them are in a separate SharePoint list.
Additional requirements: the forms cannot be moved to another forms library.
Here’s what I’ve tried so far.
On the actual form library page, I have the My Documents view set as the default view. I’ve disabled the save this view and view selector menu in the Miscellaneous section of the Edit Web Part section.
I added a second web part of the library to the page and set target audience to the VP & Facilities manager who need access all forms… this web part has the All docs view.
However, I began to wonder if it would be better to create a Web part page to show these views. So on the first page add 4 web parts. the first web part is the form library with My Documents view using the current user filter (2nd web part) to display forms only to the logged in user. I then added a 3rd web part (the All Documents view of the forms library) and connected it to a SharePoint List Filter web part. This filter uses the external list containing the Incidents codes and the person responsible for each code. The filter user the Incident code field from the list (the user can select it right now), and the library is then filtered to only show forms of that Incident Code.
What I’m wondering is how to set the audience on the 3rd/4th web part? If the incident code is Employee Accident for instance, only the worker’s comp rep from HR and the VP for Admin Services should see these forms. I can create SharePoint groups for each incident code which could be used for Audience targeting.
Would it be better to create a separate web part page for each group? or is there a way to conditionally target the result based on the Incident Code selected? (it would need to be OOTB or maybe using JS link as I am not a developer and don’t have access to one).
Any thoughts/assistance would be greatly appreciated.
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Draft item security provides a means for allowing only the author (and any Approvers) to see an item. Not sure if you can do that or if it’s even appropriate. What is the reason for using 1 library? Multiple libraries would help here. In lieu of that, what about folders?
Still want to know how to separate these out, however, for the current situation, the VPAS decided it was okay for the 8 people who get these forms to see all forms… so I’ve added them all to one SharePoint Group and restricted permissions to the Web Part page to that group. As an extra step, I’m also targetting the web part view of the list to that SharePoint group.
I am curious though… What I’d really like to do is set it up where based on the logged in User, only the forms that person handles would be displayed. I’m not quite sure how to do that though. I may play with this solution further and see if I can figure it out to my satisfaction. I can see where having restricted views and reports could be applied in LOTS of places and if I can target the view to the logged in user that would be great.
I noticed in resetting the filters, that I could pass the Current user data to the SharePoint List Filter. I’d have to add a column to the Incident Reports for the “handler”, but I’m thinking if I did that, I could then show the person only the Incident Types they need to see. The issue would be for the secondary “handler”… but since that is all one person, there ought to be a way to apply “conditional targetting”… basically if Current User equals X person, then show All Docs view. Am I way off base on what can be done with OOTB webparts and maybe a little XSL or JS?
