Item Level Security and opening documents Login Prompts

Hi all,
Someone has created a document within a specific document library. On this Document Library we've set the Item Security per Item. We assigned Read Permissions to a couple of users to this document.
When users try to open the document it comes with a couple of Login Prompts each time the user opens the documents. When other document libraries with normal permissions it doesn't show the Login Prompts.
Why does these Login Prompts come up?
Thanks

Does the library have versions enabled? Also are these logins occuring within word/excel etc?
If there's multiple login prompts which occur even if entering valid credentials what does hitting escape (after the first prompt) achieve, does the document open anyway?
There's a situation where Office will prompt for credentials if you open a document when you've only got read access but there's a version history (to which you don't have access). This is to allow you to enter more highly privelidged credentials if you
want to.

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Item Level Security and url not working

Hi,
I have a SharePoint 2010 web application for internal users with windows authentication that contains a infopath forms library with content approval enabled. This web application is extended as extranet for external sites and it's using forms authentication
and all the users are in a group that has read permissions. What we are doing is to create infopath files in the internal site and give permissions to certain groups so external users can access these infopath files from the external site.
Everything works fine we create a infopath form and its status is draft so users in the external site cannot see the files at that moment until the file is approved. If we remove the permissions from a group the user has not access to the item (file) in
the external site which is ok, the user can't see the file BUT if the user tries to access the file through the URL directly the user has access.
In conclusion the user has access to the item when its group is assigned to the permissions in the item and the user can see the file in the library.
If the group is removed from the item the user can't see the file in the library but the user can still access the file using the URL pointing to the infopath xml file directly.
It is worth to mention that we tested the same in a none content approval form library and users have not access using the URL.
I hope i explained myself correctly, any help would be much appreciated.

Does the library have versions enabled? Also are these logins occuring within word/excel etc?
If there's multiple login prompts which occur even if entering valid credentials what does hitting escape (after the first prompt) achieve, does the document open anyway?
There's a situation where Office will prompt for credentials if you open a document when you've only got read access but there's a version history (to which you don't have access). This is to allow you to enter more highly privelidged credentials if you
want to.

Item Level Security - Performance impacts

We are planning to use Item Level Security but have read in the help that this means folder caching is not used. This will mean a performance degradtion.
Has anyone used Item Level Security and ran into performance problems ?
If so any guidelines on what is an acceptable limit in turns of size of content areas, number of items etc.
Thanks
Simon.

I'd appeciate a reply as well. For now I've been using content as a PL/SQL stored procedure in a package and then wrapping is_logged_in code around it. It works but isn't cusomizable.

Item level security, workflow and tab problems

was wondering if someone could help us out with some problems we are having. We need to up and running over the next two days so anyone who could get back to us pretty quickly would be greatly appreciated.
We are actually having a couple of issues which all revolve around three
groups we have created (for simplicity we have only attached one user to each group). Here are the steps we took:
Problems adding content:
a) Added the three groups to the page group and gave them view access.
b) Turned on approvals and set group3 as the approver.
c) Added the three groups to the page and gave them view access.
d) In the page properties, I enabled item level security.
e) Added an item content area to the page.
f) Added three pieces of simple content
g) For content item1 I granted granted full access to group1(Own, manage, view), for content item 2 I granted full access to group2, etc.
h) WHen I log on as a user in group1 I only see content item1. HOwever, when I edit the page I find I cannot add any items as user1.
i) I went back to the page properties and changed the access of all three groups to "manage items with approval" but let the item level security as it was.
j) When I logged on as user1 I found I could see all items now when I should only have seen content item1. What the hell? Can anyone tell me what I did wrong?
Problems with item level security on tabs:
a) Repeat steps a) through d) above.
b) Create a content region and add three tabs: Home, Work, Life.
c) On the Work tab changed portlet region to item region.
d) Added three items with security exactly as I did above.
e) When I signed on as user1 I saw all three items when I only should have seen item1. What the hell?
f) I monkeyed around with the secutiry at the tab level but it didn't seem to make much difference. ANyone have any ideas what is going on here?
Thanks in advance.

Does the library have versions enabled? Also are these logins occuring within word/excel etc?
If there's multiple login prompts which occur even if entering valid credentials what does hitting escape (after the first prompt) achieve, does the document open anyway?
There's a situation where Office will prompt for credentials if you open a document when you've only got read access but there's a version history (to which you don't have access). This is to allow you to enter more highly privelidged credentials if you
want to.

Item Level Security in Document Libraries

Hi all,
I need to set up an Item level Security in Document Library in SharePoint 2007. Does this requirement have any OOTB Feature in SharePoint or through CUstomization is the only road.I have researched and found that it can be done using coding.But I didn't
find anything in OOTB.This feature is available OOTB for the lists but why can't it will be available for Document Libraries.Please help.
Thanks,

Hi Pa1 Kumar,
Item level security is available only for list not for document library. This is the design behavior. But don't worry you don't need to write any code for this because CODEPLEX solution is available for this.
Here is the solution link:
http://www.endusersharepoint.com/2009/07/07/configure-item-level-permissions-for-document-libraries/
http://vspug.com/usecases/2009/07/07/configure-item-level-permissions-for-document-libraries/
Hope this will help
Cheers, Hemendra-MCTS "Yesterday is just a memory,Tomorrow we may never see"

WWSBR_ALL_ITEMS and item level security - BUG?

Hi,
View WWSBR_ALL_ITEMS does not seems to work correctly when using item level security on a folder.
If I add an item to a folder with item level security enabled and do NOT define any special access settings for this item, ie the item setting is "Inherit Parent Folder Access Privileges", then the view does not return the item.
Has anyone else run into this? Is it a bug?
Any help appreciated.
Portal 3.0.9.8.0
Oracle8i Enterprise Edition 8.1.7.0 - 64 bit
IBM AIX 4.3.3

I've been informed that patch 3.0.9.8.2 will solve the problem. Sorry about the double post.

Categories and Item Level Security

Hi,
We have implemented item level security on our pages. We also use Categories so that a user can retrieve all content that falls into a particular category easily e.g. address books or Policies and Procedures.
The desire is that if a user clicks on a category and an item the user normally would not see because of item level security on the page where the content is located, then the user should not see that item among all the other items returned by the category search.
What is happening is either that a link to the item is returned among all the other items in the category or we get an access error for the entire category.
We have tried playing with the settings on the template used for the category and with the access on the category result page but have not found the magic bullet yet.
One other interesting behavior in the situation where the restricted item is visible in the returned category search is that clicking on the Page link (instead of showing the page group the item is on, we show the link of the page the item is on)it takes us to the page and the display link for the secured item is now visible followed by what looks like a "smudge" type of character. The item's link can then be clicked and the item's content is now available to the user.
Thanks in advance for any help,
Peter

Tabs don't work with Item Level Security in 9.0.2. Fixed in the upcoming 9.0.2.6 release.
Regards,
Jerry

ACL - ILS (Item Level Security) for Content Server & WebCenter Spaces

We're trying to implement Item Level Security (ILS / ACL) for Webcenter spaces. We're following the instructions from the Oracle® Fusion Middleware Administrator's Guide for Oracle WebCenter 11g Release 1 (11.1.1.5.0) http://docs.oracle.com/cd/E15586_01/webcenter.1111/e12405.pdf
After making the configuration changes, we're unable to see the "Security" option from the "File" menu in the Document explorer. Has anyone else implemented this feature and ran into similar issues?
I made the following configuration changes:
UseEntitySecurity=1
SpecialAuthGroups=SecurityGroups (comma separated list with no spaces and the application name is included)
CS: Version:11gR1-11.1.1.5.0
DB: 11.2.0.2.0 ---Oracle Database 11g Enterprise Edition
WebCenter: 11.1.1.4.0 (in a clustered environment)
Also, we're looking at the document properties in webcenter spaces via document explorer and do not see the "security group" or "accounts" metadata fields. We can see the "Content ID" and a whole bunch of fields and do not see "security groups" and "accounts". However, when we log into the content server and look at the folder or file "info" we can clearly see the security group and account values...not sure what is required to make these two fields show up in webcenter spaces.

Hi ,
Do you upload the documents from spaces or from UCM side ?
When you say the security and account field are not displayed , is that when viewing the content or during update ?
When the ACL features are turned off do you see the above fields ?
Thanks
Srinath

Access Tab not showing for item level security

I have enabled item level security for the portal page I am working on, but the access tab for the items is not showing.
I have come accross exactly the same problem on this forum and the advice was:
Hi try the following :
go to page properties
set the item level security
clear the cache
clear your browser cache
it should work "
I have tried all that, closed and opened a browser but the access tab is still not showing. This is a 10.1.4 portal on LINUX. Starnge enough I have a testing environment installed on my Windows XP (AS 10.2.0.2 not upgarded to 10.1.4) and I don't have any issues with item security access tab at all.
I would appreciate any clues.
Regards,
Anna

There should be two icons shown for each item when you put the page in Edit mode - Edit and Actions. Click on the Actions icon and "Access" should be one of the links in the list of actions (like hide, expire, delete, move, etc.)

ACL - ILS (Item Level Security) for Webcenter Spaces

We're trying to implement Item Level Security (ILS / ACL) for Webcenter spaces. We're following the instructions from the Oracle® Fusion Middleware Administrator's Guide for Oracle WebCenter 11g Release 1 (11.1.1.5.0) http://docs.oracle.com/cd/E15586_01/webcenter.1111/e12405.pdf
After making the configuration changes, we're unable to see the "Security" option from the "File" menu in the Document explorer. Has anyone else implemented this feature and ran into similar issues?
Also, we're looking at the document properties in webcenter spaces via document explorer and do not see the "security group" or "accounts" metadata fields. We can see the "Content ID" and a whole bunch of fields and do not see "security groups" and "accounts". However, when we log into the content server and look at the folder or file "info" we can clearly see the security group and account values...not sure what is required to make these two fields show up in webcenter spaces.

Hi ,
Do you upload the documents from spaces or from UCM side ?
When you say the security and account field are not displayed , is that when viewing the content or during update ?
When the ACL features are turned off do you see the above fields ?
Thanks
Srinath

Item Level Security - 9.0.2.2.22.

Is there a problem with setting item level security? My scenario is one multitabbed page within a page group. My settings are shown below. I want some items on the page to be seen by the public and some to only be seen by certain groups - basically welcome messages, one for employees, one for customers.
Page Group properties - nothing to set for item level security.
Page Level properties - On Access tab set both 'Display Page to Public Users' and 'Enable Item Level Security'
On 'Welcome' Tab properties for above page (not page group) - On Advanced Options tab set 'Inherit Access Settings from the Page' and 'Display tab to public users'.
On subtab 'About Us' on 'Welcome' tab properties - same as above, i.e. On Advanced Options tab set 'Inherit Access Settings from the Page' and 'Display tab to public users'.
On 'About Us' subtab region 1 - an item region - there is no access settings to make.
On text item added to region 1 - On Access tab set 'Define Item Level Access Privileges' then added my EMP group; view item privilege. Only other grantee is PORTAL.
The text item still shows up for public (without login) and everyone else that logs in; that is when no one signs in! Item Level Security settings seem to have no affect whatsoever. What did I set incorrectly?

isn't there just a bugfix available?
9025 isn't out yet - when will it be available ?
markus

How to do the reversal in the item level of a (delivery)document?

hi friends,
Is there any way to put reversal, at the item level for the document already posted ?
Do we have any standard funtion module or BAPI to pass value from the editor ?
My task is, I want to do the reversal in the item level of the (delivery)document.
I tried with the BAPI - BAPI_ACC_GL_POSTING_REV_POST, but this is reversing the whole document. but I want to reverse in line item only.
please suggest me.....
Quick replies would be rewarded.
Thanks in advance.
Regards

Hi Rob,
yes, what you told is right. I want to do the same. I will first reverse the particular line item and will post the correct entry. but here, I need to do that for a huge number of document. It will be good if I pass the values using a funtion module or a BAPI to reverse. So, I want a Funtion Module or BAPI to process it.
anyway, after reversing the document, I am going to post the document with correct entry.

Item Level Security not working with Tabs

I've Portal 9.0.2.2.22
This issue is with Item Level Security with Tabs. Here is what I've have:
Page Group: MyPagegroup (Privs: portal => Manage All)
Page: MyTestPage (Privs: portal => Manage All,
testUser => View)
There is a tab called MyTab on page MyTestPage which has two items (simple images) image1 and image2. The tab's access privs have been set NOT to inherit from the page. The public check box has not been checked for the tab. I've specifically assigned access privs to the tab.
Now here are the two scenarios that I'm having problem with:
1) MyTab (portal => Manage All, testUser => view)
image1 (ILS enabled: portal => Manage All)
image2 (ILS enabled: portal => Manage All,
testUser => View)
When logged in as "testUser", I still see both the images on MyTab although image2 doesn't have view priv to testUser. My expected result is to see just image2 on the tab.
2) MyTab (portal => Manage All)
image1 (ILS enabled: portal => Manage All,
testUser => View)
image2 (ILS enabled: portal => Manage All)
When logged in as "testUser", I still see NO images on MyTab although image1 has view privs to testUser. I would expect to see image1 on the tab.
Question: In both the above cases, the tab privs seem to be dictating what the user sees regardless of what the item level privs are set to. Is this normal behavior or a bug? If a bug, is there a patch? Is there any way so that even after setting the tab privs, I still have finer control of what the user can access through item level privs?
If I don't put the items under a tab, then things work as expected.
thanks
Lalit Agarwal
Vienna, VA
703-521-5200 x3610

This is a known problem with the 9.0.2 release - fixed in 9.0.2.6.
Regards,
Jerry
PortalPM

Item level security not working when placed in a portlet page

I have three page links linking to separate pages and have two of them with item level security turned on for specific groups with view privilges. I have the access for those groups with view privilges in the page level as well. I have published that as portlet and placed the portlet in another page which has view priviliges for the groups specified in item level as well.
But I notice that when i place the portlet in a page, the item level security is not working.
Item Level Security Not Working for Items Placed on a page and published as portlet and placed in another page. Is there some work around for this.
Thanks
Valli

Would you please clarify for me? Is the problem that unauthorized people can see the portlet, or that unauthorized people can see the links?

Item level security...

We have an out of the box solution where users can log there meeting minutes in a custom list. The security of the site consists of about a 100 SharePoint groups which are being used throughout the site collection with different permissions.
For the purpose of this solution we have each group belonging to one of four logical roles (Directors, Power Users, Employees (Internal) and Employees (External). There are about 50 groups that fit the role of Employees. We want to make sure that users can
access only the items if they belong to this logical role. That means that an item created by employee has to be accessible by 50 groups.
What would be the best practice to apply security in this situation since for item level security it would require that inheritance be broken at item level and 50 groups added to the permissions of that item.
Regards

We are often discouraged from using folders, but security is one place they are quite useful. Create one folder for each of your top level groups (Directors, etc), break inheritance on the folder and assign your 50 groups. Upload a file to the folder and
all of the security you need has been applied. You general users don't need to know about the folders. Create view that "Show all items without folders". Keep one view with folders displayed for uploading files.
Mike Smith TechTrainingNotes.blogspot.com
Books:
SharePoint 2007 2010 Customization for the Site Owner,
SharePoint 2010 Security for the Site Owner

Item Level Security and opening documents Login Prompts

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