none
Creating a SharePoint View where documents can not be checked out

    Question

  • Hi,

    I've recently been tasked with creating a Public view of a SharePoint document library where documents are open as read only and can not be checked out no matter what you SharePoint Permissions evel is. I've done several hours of searching the Internet to find a way to do this but everything I read suggests that this can't be done, you can make the view read only, that is the view can not be modified but you don't seem to be adle to make all the documents in this vew read only.

    Can this be done?

    Tuesday, October 29, 2013 10:22 PM

All replies

  • I don't believe this is possible. The right way of handling this is by permission settings. Workaround (but, not recommended)  would be to create another document library with read only permission to all, sync 2 document libraries and create a view from the new document library.

    --Cheers

    Wednesday, October 30, 2013 4:46 AM
  • Hello,

    You can't set item permission at view level so if user is having right to edit the document then user will be able to modify the document.

    Better you create your own custom solution (webpart or application page) to display library files and restrict the default display view. However you can also create custom event handler to restrict user to save the changes in library. Use ItemUpdating/CheckIn/CheckOut events.

    Prasath solution is also fine but it will lead to duplicate data in DB if you store same files in second library for view purpose.

    Hope it could help


    Hemendra:Yesterday is just a memory,Tomorrow we may never see
    Please remember to mark the replies as answers if they help and unmark them if they provide no help

    Wednesday, October 30, 2013 7:59 AM
  • Hi Hemendra,

    Thankyou for you reply, the event receiver option sound like the best way to handle this, can the event reveiver be bound to the view only, we still need to be able to check out and check in from the library when approvers receive a workflow requesting them to review and approve documents

    Thursday, October 31, 2013 9:29 PM
  • Hi Prasath,

    Thankyou for your reply, syncing document libraries is an interesting option be we may be limited by storage if we choose to do this as we have several thousand documents in SharePoint and some are quite large

    Regards, Paul

    Thursday, October 31, 2013 9:33 PM
  • Hello,

    Here is link to prevent the document restriction.

    http://msdn.microsoft.com/en-us/library/cc664707%28v=office.12%29.aspx

    In your case, you also need to put IF condition for those users who wants to checkout the file and send for approval. For example: Put IF condition before canceling the event.

    Hope it could help


    Hemendra:Yesterday is just a memory,Tomorrow we may never see
    Please remember to mark the replies as answers if they help and unmark them if they provide no help

    Friday, November 01, 2013 5:17 AM
  • Hello Paul

    SharePoint Information Rights Management enables granular control of Office document access:

    And here are step-by-step guides and information:

    Best,

    Steve


    Sunday, November 03, 2013 12:52 AM
  • Hi Paul,

    There are good suggestions above. However, it looks like the problem statement is incomplete. More specifically, what would be the trigger to make documents read only? e.g. will any document uploaded will be read only from that point on-wards or may be after approval from someone. 

    Second question may be asked as to what shall happen if "public" knows ways around in SharePoint and goes to a view which allows editing or connects using a client tool? What is the perceived cost of such user actions? Say, they say that it is ok for users to go to other views then it may require just a exported/modified listview webpart?

    Alok Gupta

    Sunday, November 03, 2013 5:06 AM
  • Hi Alok,
    More context on the Read Only View requirement, we have a SharePoint portal for managing controlled documents such as CBP’s and standards documents, these documents are reviewed periodically at specific intervals based on the document type and Risk Level attached to the document. We have SharePoint Groups that Review and Approved these documents when they receive a notification via a workflow. The library has versioning and requires CheckIn/CheckOut. All Check-In’s, Check-Out’s and editing of documents and Metadata is to be done via the Library only and only when a workflow is received, documents are not to be altered between review periods.
    From a Public User perspective we have a .aspx page with a ListView WebPart showing  filtered views of the library with the filtering done by passing parameters into the url, the query then only returning the documents of interest to the user. Everyone has access to the Public View and this is the only place where documents are view from,  the issue here is the Document Reviewers are able to check out documents from this Public View and tend to do so even if they only want to use the documents for reference, the fact that the popup dialog box asks them if they want to check the document out seem to confuse them as they think they have to do this in order to read it. User with Read Only access don’t have this issue. I would like either all documents in the Public View to the read only when accessed from the view or be able to set specific permissions on the view which gives everyone including Document Approvers and Reviewers read Only Access to documents in the View
    Tuesday, November 05, 2013 8:07 PM