Which permission gives the user the least amount of access while still being to use the form properly?

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Posted on by rsparks

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I need to share a form and it's related sharepoint lists with users so that they can use a form I've built.

When giving them access to the Sharepoint list, which of these permissions would be the most appropriate? I don't want them to be using the Sharepoint site at all, the only reason they get access is so that they can use the form. Would "Read" be better than "Practice Team Site Visitors [Read]"?

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v-xida-msft Microsoft Employee on at

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Hi @rsparks ,

Do you want to share only the SP List permission to your end users rather than the whole SP Site?

If you want your end users to use your custom form to submit data into your SP List, you must assign Edit permission of your SP List to these users.

If you just want to share only the SP List permission to your end users rather than the whole SP Site permission, you could share the Edit permission of your SP List to your end users as unique permission.

More details about assigning a unique permission in SP List, please check the following article:

https://support.office.com/en-us/article/customize-permissions-for-a-sharepoint-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782

On your side, you need to go to your SP List settings-> "Permissions for this list", then click "Stop Inheriting Permissions" option as below:

then click "Grant Permisson"option as below:

After that, your end users would only have unique permission to the SP List rather than the whole SP Site.

Best regards,
rsparks 241 on at

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What is the difference between contribute and edit?
rsparks 241 on at

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And with unique permissions turned on, can I give them edit access to lists that will receive data, and read access to lists they're only using as a reference?
v-xida-msft Microsoft Employee on at

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Hi @rsparks ,

More details about the difference between Distribute permission and Edit permission of SP List, please check the following article:

https://docs.microsoft.com/en-us/sharepoint/understanding-permission-levels#default-permission-levels

If you want to give them edit access to lists that will receive data, and read access to lists they're only using as a reference, I afraid that that there is no way to achieve your needs in SharePoint currently. You could only assign one permission of SP list to your end users.

Best regards,
rsparks 241 on at

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So are the permissions only applied across the entire site? Or the permissions can be different for each list?

Assuming the user isn't notified that they have access to a site, is it likely they'll be able to locate the site to even make changes?

The main reason I want to have their access as restricted as possible is so that they don't go and edit entries on the lists.
v-xida-msft Microsoft Employee on at

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Hi @rsparks ,

The Unique permission to SP list I mentioned above can be different for each list. On your side, you just need to copy the SP List link to your end users, then these users could access your SP List through this link, but they do not have permissions to access other Lists in your SP Site.

The Unique permission I mentioned above is scope to individual SP List rather than whole SP Site. If you assign the Unique Permission of SP List to your end users, they could only access this SP List, they could not access other content in your SP Site.

Note: I assume that you did not assign SP Site permission to these end users before.

Best regards,
rsparks 241 on at

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I had previously assigned them list permissions, but not site permissions. If they have edit access to a list, but not the site, will the site show up under their list of "Following" sites on the sharepoint main page? Or will it just never be visible as accessible to the user?
v-xida-msft Microsoft Employee on at

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Hi @rsparks ,

If you have assigned Unique Permission (I mentioned above) of your SP list to your end users, the SP Site would not show up/be visible under their "Following" sites on SP Main Pages.

The Unique SP List permission should like as below:

Best regards,