Restricting access to a particular files from sharepoint document library.

Question

_{Wednesday, February 22, 2012 8:38 AM}

The system i.e say particular document library is storing multiple documents of all the students who has been given access to the sharepoint team site.
The following scenario i wanted to achieve in Sharepoint team site.
When student logs on to the sharepoint site, the only documents which are being shared with the particular student will be available for him/ her from that Document library (which is storing muliple documents of multiple students) and rest other documents which are not shared with him should be restricted.
Please provide me the solution on this.

All replies (8)

_{Wednesday, February 22, 2012 8:58 AM ✅Answered}

Hi,

   according to me might also having group for though Students which are accessing this Document Library, what you can do is on each item you can provide Permissions or else you can create one folder in Library and put all your doc in there and then give permission to that folder, and make you folders different and don’t give permission to them this way you can achieve this functionality.

Abhijeet S. Thorat / Please don't forget to make as Answer if you find my comment useful and as Answer for your question

_{Wednesday, February 22, 2012 9:06 AM}

Hello,

create a column called "Share with" in the library of the User/Group data type and allow multiple entries. Then, for each document enter the students who should have access to that document.

Create a view that filters the library based on the "Share with" column with "contains" and the filter term [me].

Make that the default view, or create a page with a list view that has this filtered view, so no other views can be selected.

cheers, teylyn

_{Wednesday, February 22, 2012 9:12 AM}

Hi Tech423456,

you could use audience targeting for Particular item in document library.

Steps.

Library setting->Audience targeting setting-> select enble audience targeting

Go to document library item->Edit Properties. 

In target Audiences give here perticualr users or group name.

Thanks

Balaji

_{Wednesday, February 22, 2012 9:17 AM | 1 vote}

When you say restricted what exactly do you mean by restricted?

You can of course set individual permissions on each item (administrative overhead especially there are a lot of documents).

And then of course there are of course 3rd party offerings or you can use Information Rights Management (IRM):

http://technet.microsoft.com/en-us/library/hh545608.aspx

http://msdn.microsoft.com/en-us/library/cc747757(WS.10).aspx

IRM will involve some AD configuration.

With IRM the permissions are stored in the document. From the scenario you give the IRM looks a good approach.

blog: http://sharepointingitout.blogspot.com

_{Wednesday, February 22, 2012 9:25 AM}

Hi

If you use audience targetting or column then student will still be able to access the document if she knows the document url or if it appears in search.

You can break the permissions for any document and remove rest of the users from readers and allows only those with whom it needs to be shared. i.e. use item level permissions for this. The owner of the site or document library will be able to manage permissions.

Otherwise you can have a column ' shared with' and then have Item event handler to to break the permissions and grant to those in 'shared with' column. This way the contributors will be able to manage it.

http://www.chakkaradeep.com/post/SharePoint-ndash4b-Setting-Item-level-permission.aspx

Regards

Yogesh Pawar

_{Wednesday, February 22, 2012 11:45 AM | 1 vote}

This is the crux of it though eh, Yogesh?

As you correctly point out audiences and views are all well and good but it does not restrict access to the document entirely and there is not security filtering so  for example they would still show up in a search.

Is it restricting visibililty or is it restricting access entirely because the approach would be different in both cases.

Audiences are not used to assign rights and permissions. Audiences are used to manage how content is distributed, not to enforce security. They push information to a user, they do not restrict or permit access to information. This is where Groups, item level permissions and something like IRM comes in to play.

So Tech423456 I refer you back to my question. Are you simply trying to determine how the information is presented to the student or when you say restricted do you mean restrict access also?

Your answer will determine the approach you need to take.

blog: http://sharepointingitout.blogspot.com

_{Wednesday, March 28, 2012 10:51 PM}

Hi,

We have a very similar situation. Looks like individual document libraries is the way to go to get real restrictions. Can you then have it set in a way that when a student logs in only his\her document library is available?

_{Monday, April 2, 2012 2:25 PM}

what do you mean bye his/her Document library ?.are you talking about View's please give an example.

Abhijeet S. Thorat ================== If my post solves your problem could you mark the post as Answered or Vote As Helpful if my post has been helpful for you.