Create an Interactive List with Unique Security Settings

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When you allow a user access to a Web site based on SharePoint Team Services™ from Microsoft®, the user has the same access rights to all lists on that site. For example, a user assigned the Browser role can read content in all lists but cannot respond to surveys, add items to lists, or create new lists.

Now, suppose you want to create a survey for all members of a SharePoint team Web site, even those users assigned to the Browser role. To allow all users to respond to the survey, you must create it in a subweb with different permissions, and then link to the survey from the parent team Web site. For more information on user accounts, roles, and subwebs, see Help in SharePoint Team Services.

To create a new subweb with unique permissions, create a new survey in the new subweb, and then link to the survey from the parent Web, do the following procedure.

On This Page

Create a new subweb
Create a new survey
Add users and invite them to the new subweb
Add a hyperlink from the parent site to the new survey

Create a new subweb

  1. Open your Web browser and navigate to your team Web site.

  2. On the top link bar, click Site Settings.

  3. Under Web Administration, click Create a subweb.

  4. In the Create a New Subweb area, type a name for the new subweb in the space provided.

  5. In the Permissions area, click Use unique permissions for this web, and then type the user name of the person who will be the Administrator for this subweb.

  6. In the Site Type area, click SharePoint-based Web site, and then click Submit. You are returned to the Web site Administration page after the new subweb is created.

  7. Under Subwebs, click the name of the new subweb. The Web site Administration page for the new subweb appears in a separate browser window.

  8. Under Users and Roles, click Change anonymous access settings.

  9. Under Anonymous access is, select Off.

  10. Click Submit. You are asked to confirm that you want to change the security settings for your team Web site. Click Yes.

Create a new survey

  1. On the top link bar of the new subweb, click the Home button.

  2. On the top link bar, click Create.

  3. On the Create Page page, click Survey.

  4. Specify the desired settings for your survey on each page of the New Survey Wizard and then click OK.

  5. On the Customize page under Questions, click Add a question, and then specify the desired settings for your question. Use the options on the Customize page to add or edit questions, or change the order of the questions.

  6. When you're finished creating your survey, copy the URL of the survey page so that you can paste it into the invitations that you'll be sending out later.

    • On the Customize page, click Go back to "<survey name>."

    • In your Web browser Address bar, highlight the URL of the page and press CTRL+C on the keyboard. This copies the URL to the Windows Clipboard.

Add users and invite them to the new subweb

  1. On the Site Administration page for the new subweb, under Users and Roles, click Send an invitation.

  2. Type the e-mail addresses of the users that you would like to invite to the site. Add one e-mail account per line. You can also add multiple users by entering a network domain name (Microsoft Windows® based networks only). When you're finished, click Next.

  3. Verify that the information for each account is correct.

    • In the E-mail Address column, verify the e-mail address.

    • In the Account Name column, specify the name of the new user accounts. If the user is part of a network domain, you can add that name to the account name. For example, mydomain\user1.

    • In the Full Name column, type the name that will appear when the user responds to the survey or uses other site features.

  4. Click Next.

  5. Type the greeting that will be sent as an e-mail message to the people that you want to invite to the team Web site, and then paste the survey page URL that you copied earlier by pressing CTRL+V on the keyboard.

  6. In the Role list, select the Contributor role for all the users that you are inviting to the team Web site.

  7. Click Finish.

You can link to the survey in the new subweb from any list in the parent team Web site. Simply paste the URL into a text field in any list entry. The following steps tell you how to create a link using the Links list, which by default appears on the team Web site Home page.

  1. From the Home page of the subweb you created earlier, on the top link bar, click Lists, and then click the name of the survey you just created.

  2. In your Web browser Address bar, highlight the URL of the page and press CTRL+C on the keyboard. This copies the URL to the Windows Clipboard.

  3. Navigate to the Home page of the parent team Web site and click Links.

  4. On the Links page, click New item.

  5. In the URL text box, press CTRL+V to paste the URL of the survey that you copied previously.

  6. Enter a description and any comments in the fields provided, and then click Save and Close.

Notes:

  • You can also add a link from the parent Web site to the subweb using a SharePoint Team Services compatible HTML editor such as Microsoft FrontPage® 2002.

  • The survey created using the steps above does not allow anonymous entries to the survey. You can allow anonymous users to access the subweb; however, for anonymous users to respond to the survey or contribute to any lists, the role for anonymous users must be set to Contributor.

    Warning: Enabling anonymous access for a subweb is strongly discouraged because it reduces the overall security of the team Web site. Under no circumstances should anonymous users be assigned to the Administrator role.

    With such an anonymous survey, a single user can respond multiple times, unbalancing the results of the survey.

  • An alternative to creating an anonymous survey is to edit the default view to not show the username column. See Help in SharePoint Team Services for more information on editing views.

  • When using the Invitation Wizard, you must assign the same role to all users; however, you can customize the settings for each account after sending the invitation. See Help in SharePoint Team Services for more information.

  • If none of the default roles seem appropriate for a group of users, create a custom role first and then complete the steps above to create the accounts and invite the users to the team Web site.