How to: Allow users to propose topics and trainings

Applies to the SharePoint Employee Training Management.

In this post I will describe how to configure permissions to allow users to propose topics and training in the Employee Training Management.

  1. Make sure that all users have “Contribute Permissions” in the training catalog.
    If all users are in the Members group, this should be the case. If all users are in the Visitors group, do the following:
    1. Stop permission inheriting in the Training Catalog (List Settings/Permissions for this list/Stop Inheriting Permissions)
    2. Choose the group “… Visitors” and click “Edit User Permissions”
    3. Choose “Contribute”
  2. To make sure that users are only allowed to edit their own topics and not topics from other users which have already been published, you must limit the edit access. 
    1. List Settings/Advanced Settings/Item-Level Permissions
    2. Make sure the options “Read all items” and “Create items and edit items that were created by the user” are selected
  3. Create and set permissions for an approval group.
    Users with the base permissions “Manage Lists” and “Approve Items” see pending items and are allowed to approve or reject them and edit them (the limitation from point 2 is not valid for them).
    For the “Approvers” you can use the Owner group or create a new group and set the required permissions:
    1. Site Settings/Site permissions/Create Group
    2. Choose the permission levels “Contribute” and “Approve”
    3. Make sure this group has this permissions on the training catalog
    4. Activate content approval (List Settings/Version Settings/Content Approval)

Follow the same instructions for the Scheduled trainings list.

Now all users with Contribute permissions on the Training Catalog or the Scheduled Trainings list should be able to propose topics or trainings. These items are only visible for the author and the “Approvers”. “Approvers” can approve these items to publish them. Items that have already been published cannot be modified by all users, only by the author and the “Approvers”.