ArtfulBits Column Permissions
for Microsoft® SharePoint®

User Guide
Overview .................................................................................................................................................................... 1
Feature List ............................................................................................................................................................. 2
Why ArtfulBits Column Permissions?....................................................................................................................... 2
How to Use ................................................................................................................................................................. 3
How Effective Permissions Are Determined............................................................................................................. 5Limitations .............................................................................................................................................................. 6Best Practices .......................................................................................................................................................... 7
Release Notes ............................................................................................................................................................. 8
See Also ...................................................................................................................................................................... 9
Remarks...................................................................................................................................................................... 9

Overview
ArtfulBits Column Permissions allows you to manage access to list content on column level. Permissions can be
assigned for individual users and for SharePoint groups as well and are effective in forms and list views, as well as in
the SharePoint Alerts, RSS, Datasheet and even during exporting to Excel and opening with Access.

Feature List
FeatureSharePoint
2007

SharePoint2010

Supported read-only and hidden permissions for individual columns
Assigned to individual users and SharePoint groups
Effective for item New/Edit/Display forms
Works with Attachments
Applied to list views
Effective for Alerts, linking to Access, editing in Datasheet, exporting to Excel
Supported check effective permissions
Hide or disable columns on server side
Language pack support (localization could be added by request)

Why ArtfulBits Column Permissions?
If there are particular columns in SharePoint list that contain sensitive data that must be secured independently ofcontaining list, you need ArtfulBits Column Permissions. It is powerful tool to manage column-level permissions thatare effective in any column view, included New/Edit item forms, list views, MS Access, Excel, Datasheet, Alerts andRSS.

How to Use
To enable list column permissions, navigate to List Settings page and select "Column Permissions" action underCommunications tab:In Column Permissions Settings page select Yes under Enable Column Permissions for this list.

List column permissions are configured by permission entries. The entire set of permission entries for (assigned to)specific column define user access to view or edit this column value. To add new permission entry click "Add new
permission entry" link and provide the following values:-Columns – Select one or more columns for which permission entry will be applied.
Permission – Restrictions for user
Assigned To – Users or SharePoint group, for which permission is assigned to. Possible values: All Users,
Authenticated Users, Anonymous user and specified SharePoint users and groups.

To assign permission for individual users and groups, check Specified Users/Groups option and type their names oremails in people picker box.

To disable permission entry, uncheck checkbox in Status column of permission entry.

How Effective Permissions Are Determined
Each column can have set of permission entries associated with it. Effective permissions are calculated the followingway:1) Priority of permission entry depends on whom it is assigned for. The following list demonstrates assignmentsfrom the lowest priority to highest: All Users, Authenticated Users and Anonymous Users, SharePointGroups, SharePoint Users.
For example, if you assign Hidden permission entry to All Users, Read-Only permission entry to SharePointGroup (Group1) and Full Control to some user (User1) for the same column, thena. User1 will have Full Control. It is not dependent whether he is included to Group1 or not.
b. All users from Group1 will have read only access to this column.
c. Other users will have no access to column value.
2) If list contains Permission entries with the same priority and different permission level then that permission
entry that has more access is effective. For example, if there are two permission entries (Full Control andRead Only) that are assigned to some user for the same column, then this user will have Full Control accessfor this column.
3) Order of permission entries does not matter.
ArtfulBits Column Permissions provides mechanism to check effective permissions. In Check Effective Permissionsection choose list column and specify SharePoint user to find out what permissions this user has on specified listcolumn.

Disabled column permission will not be applied to columns.

Limitations
1. ArtfulBits Column Permissions are not overriding SharePoint list permissions; they set additional restrictions
to access individual column data.
2. Works only with standard SharePoint elements. Does not support InfoPath forms, Web Services and customcontrols.
3. Does not work for search results.
4. Does not protect columns for Tasks and Calendar list opened with Outlook.
5. Limitations for Calendar and Gantt view. If user does not have permissions to view any column of this view,
Calendar and Gantt view will be disabled. "Access is denied to this list view" message will be shown:

Best Practices-You want to disable editing of some columns in SharePoint list only for specific users.
Add new permission entry and1. Select these columns in Columns section
2. Set Permission to Read Only
3. Check Specified Users/Groups option in Assigned To block and type these users/groups.

-You want to allow editing of few columns only for specific users, groups.
It is recommended to restrict access to these columns to all users and set full control access to specificusers/groups. For it:
1. Add Read Only permission entry assigned to All Users for these columns.
2. Add Full Control permission entry assigned to these users/groups.

-You want value of some column to be hidden for all users except several users or groups, for which it should
be read only. This column can be edited only by Site Owner group.
1. Add Hidden permission entry assigned to All Users
2. Add Read Only permission assigned to these few users or groups, for which these columns should beread only.
3. Add Full Control permission assigned to Site Owner group.

Release Notes
Versionv1.0(April 23, 2011)

Notes
Initial ReleaseSee Also
KPI ColumnKPI (Key Performance Indicator) Column is simple graphical scorecards that can be used toevaluate business data against business goals. With this column you reduce risk tooverlook information about the status of value.
Category Column
Category Column allows tracking, organizing and grouping list items. Outlook 2007
approach for elements categorization, easy indicator color changing and using of advanced
tooltip, provide a high professional component style.
Progress Column
Progress Column provides users with the ability to make SharePoint lists more visualized
by displaying numerical data on the page sing percentage-based progress bar. Professional
progress bar style will make your SharePoint list really modern and stylish.
Follow-Up Column
Follow-Up Column enables due date flags similar to Outlook follow-up functionality.
Applying of flags to the list item allows adding of visual reminder in a natural way.
Image Upload Column
Quick and simple way of uploading pictures. Image Upload Column provides with ability toselect a picture using file browsing dialog, upload and display it in the list view.
Discussion Column
Need to organize well formatted conversation in the list item without enabling list
versioning? Discussion Column is the right choice. Component allows entering rich text
with formatting, images, tables, hyperlinks and other features.
Cross-Site Lookup Column
Use Cross-Site Lookup Column for getting data from any site within site collection.
Component includes a powerful function of searching over lookup list. This function
provides substring matching in selected column which is very useful for large lists (over 50100 items).
Parent Selector Column
Parent Selector Column is used for organizing hierarchical relations in SharePoint list.
Picker dialog allows choosing data from large lists. Standard Lookup column can be easily
converted to Parent Selector column and vice versa.

Remarks
Some information in this document may be outdated. Please, visit www.artfulbits.com for the latest product version.