Applying Item Level Permissions in SharePoint Libraries, Lists, Part 1 : Page 2

SharePoint as a solution fits right into this scenario -- the items, along with files, can be stored into the Custom List. For applying security SharePoint groups can be used. However, take note that AD groups can also be used in SharePoint if required. Figure 2 depicts the logical process.

Though SharePoint Lists act as a data repository, they will need help from other constructs to actually be able to solve the scenario. See Figure 3.

The SharePoint UI provides out-of-the-box entry forms to add/edit and delete the items. This usually is sufficient for the basic needs of most organizations , but many groups require a custom UI to perform add/edit/delete operations. The SharePoint API provides an excellent way to achieve this. Both webservices and Object Model can be used to create the items; this enables you to create customized data entry forms.

Consider a scenario where an organization is already running a custom HR payroll module build, using Microsoft WinFoms technology, and all entries must be done through the interface provided by it. This situation requires the use of the SharePoint API to work with SharePoint items.

Another important aspect of SharePoint is its powerful event model. It provides an opportunity to execute code corresponding to certain events. When the event actually occurs depends on what kind of activity is taking place. Then the event will be raised, for example, on the creation of an item in the list, deletion of a list item, etc. Event handling can get complex so rather than going in details here, please view this screen cast on Channel 9 on events handlers to get a better understanding.

For this scenario, “Item Created” event is used to update an item’s permissions and assign only the desired security group to it. Similarly, whenever there is an update to the item, event handler “Item Updated” is used to update the permissions, if required. This ensures that item security remains consistent with the security requirements of an organization.

The permissions in SharePoint can manipulated via both SharePoint UI and SharePoint object Model. However, SharePoint UI lacks the power of automation that can be achieved using the SharePoint object model. In more advanced scenarios where requirements are complex the object model provides an excellent way to automate the number of tasks, plus more likely it is used along with workflows to provide organizations with better BPM options.