Selective Access applies Read or Write access to lists and list items on a user-by-user basis.
Applying Selective Access to a list and then refining that access by applying further Selective Access to list items makes data entry easier for users: reducing the number of options to choose from; ensuring the choices are relevant to the task they are completing, and minimizing the potential for error.
For example, all the users here have Selective Access to a list. Further Selective Access has then been applied to give individual users access to a limited number of items within that list.
List |
List item 1 |
List item 2 |
List item 3 |
Line item 4 |
|
---|---|---|---|---|---|
User 1 |
✔ |
✔ |
✔ |
|
|
User 2 |
✔ |
✔ |
✔ |
|
|
User 3 |
✔ |
|
|
✔ |
✔ |
User 4 |
✔ |
|
|
✔ |
|
User 5 |
✔ |
|
✔ |
✔ |
✔ |
User 6 |
✔ |
|
✔ |
✔ |
✔ |
User 7 |
✔ |
✔ |
✔ |
✔ |
✔ |
There are two stages to the process of applying Selective Access to list items:
- Apply Selective Access to the list
- Apply Selective Access to the items in the list.
Apply Selective Access to a list
- In Model Settings > Lists and Rollups > General Lists, select the appropriate list, and click the Configure tab.
- Select the Selective Access checkbox, click OK, and Apply.
- Select the Grid View tab and, for each list item, click the ellipsis in the cells in the Read and Write columns to assign a username.
- Repeat step 3 for each list item/username combination.
Apply Selective Access to the items in the list
- Click the Properties tab and the Insert button to create the property on which to filter user access.
- Select the property and click on the ellipsis in the Format field. The Format dialog is displayed.
- In the Type field, select List; in the List field, select the list name; select the Filter: Selective Access checkbox; and click OK.
- Select the Grid View tab, and, for each list item, click the ellipsis in the cells in the Read and Write columns to assign a username.
- Repeat step 4 for each list item/username combination.
If the list is a composite list, assigning Read or Write access to a parent item will grant the same access to all child items. Alternatively, you can grant access on an item-by-item basis at the child item level.