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Prevent user from adding more than one form in a list?

#1 · March 17, 2022, 2:35 pm

Hi Again,

Is there any way we can prevent a user from adding more than one new form in a list? If they have already created a form, we'd like to force them to edit the existing form, not create a new form.

Brian.

Note: we have added a column that must be unique, but this may be confusing to some users when they try to save the form. We would prefer a better way to maybe have a button on the site home or portal page, user clicks the button, if their form exists edit it if not, create a new one.

#2 · March 17, 2022, 4:01 pm

Hi Brian!

What you are trying to attempt presents a few challenges mainly with permissions on a SharePoint list. This is the only way I can think of how to accomplish what you are needing.

Using a workflow or have an admin manually create a list item for each person that will need to have an item in the list.
Make a custom user permission level in the Site Collection that only has rights to edit existing items in the list (See Screenshot 1 attached) apply this permission to all users (minus administrators)
Create a list view that has the rule to only show items created by the logged in user (Show the items when Created By = [Me]) (Screenshot 2)
Make that the default list view.

Hope that works!

Uploaded files:

Brian has reacted to this post.

#3 · March 17, 2022, 4:15 pm

Hi DanielBrooks!

Thank you! We were trying not to pre-populate the list as the forms are HR/Legal forms and we'd prefer the history shows the user create the forms themselves. But we may have to go this route if we do not have another option.

#4 · March 22, 2022, 2:27 pm

Just wanted to add, I was able to do this with a link tile, using custom Javascript, change the text/url of the link tile to allow add if no form, edit if form exists - here's the other post on the forums here:

https://www.crowcanyon.help/forum/topic/is-it-possible-to-hide-a-tile-on-a-page-if-a-list-has-entries/#postid-407