How to disable Edit All function for specific users | Bulk Properties Editor - BoostSolutions App, Saas & Software for Microsoft 365, Microsoft Teams, SharePoint

How to disable Edit All function for specific users?

Bulk Properties Editor has bunch of features that are useful for editing items or documents in bulk. Such as Bulk Edit, Group Edit, Bulk Approve, Import Documents etc. But there is one special function called Edit All which enables you to edit all items stored in the current location which is kind of important. It’s enabled for all users for the entire site by default. You can allow all users to use it for sure, but you might want to restrict some specific users from using this function under some circumstances.

In this article, we will demonstrate how to disable the Edit All function for specific users through two different ways, now, let’s dive into it.

WHAT YOU'LL GET

By default, the “Edit All” command is available to users on the ribbon.

Here, we disabled the “Edit All” command for user Cecilia Guo, so she can no longer see this command on the ribbon.

WHAT YOU'LL NEED

Bulk Properties Editor

The sample data we use for this case

Then, create the other list from the custom list template on a SharePoint site. Here, we created a list named as Contract in which we stored the information of contracts. You can create the list based on your needs.

Disable Edit All function for specific users through List Settings

Download the trial version of Bulk Properties Editor, and install it to your SharePoint server.
Navigate to the Branches list created above.
Click LIST, then click List Settings in Settings group.
Then, click Bulk Properties Editor Settings (Powered by BoostSolutions) under General section.
First, click Stop inheriting settings to stop Branches list from inheriting settings from its parent. Then we can specify the unique setting for it.
Keep settings in General Settings and Preserve Options as default.

In Enable Edit All section, select Yes for Make the Edit All command available on the ribbon, then select Block specified users in Specify users who can user this function section. You can enter the user/users, SharePoint group or AD group from which you want to disable the Edit All function. Or you can use People Picker or Browse to select the people and groups. Here we input a SharePoint user Cecilia Guo to disable her from using the Edit All function. Then click Save to save your changes.
Now, let’s log in to SharePoint as user Cecilia Guo, and navigate to the Branches list, then click ITEMS, you will find out that the Edit All command has been disappeared from the ribbon, she can no longer see it and is not able to use this function for sure.

Then, let’s navigate to the Contract list, then click ITEMS, you will find out that the Edit All command is on the ribbon, it is visible and available to Cecilia Guo. That’s because we just disabled this function from her through the List Settings of the Branches list. So, it would only work for that specific list. For any other lists in the site, the Edit All function is kept being available to Cecilia Guo.

Disable Edit All function for specific users through Site Settings

Download the trial version of Bulk Properties Editor, and install it to your SharePoint server.
Navigate to the site in which the Branches list and the Contract list are located. Click Site Settings, then click Bulk Properties Editor Settings under BoostSolutions Software in the bottom right corner of the settings page.
The Site Setting’s page is very similar with the List Setting’s page for Bulk Properties Editor, but you can find out that there is no that inherit settings section on the Site Setting’s page. The same as what we did in the List Setting, keep all settings in General Settings and Preserve Options as default.

In Enable Edit All section, select Yes for Make the Edit All command available on the ribbon, then select Block specified users in Specify users who can user this function section. Here let’s also input user Cecilia Guo to disable her from using the Edit All function. Then click Save to save your changes.
Now, let’s log in to SharePoint again as user Cecilia Guo, then navigate to the Branches list, then click ITEMS, you will find out that the Edit All command has been disappeared from the ribbon, she can no longer see it and is not able to use this function.

Then, let’s navigate to the Contract list, then click ITEMS, you will find out that the Edit All command has also been disappeared from the ribbon, she can no longer see it and is not able to use this function in the Contract list either.

Try to create more lists or libraries in the same site, and log in to SharePoint as user Cecilia Guo, you will find out that the Edit All command is always invisible and no available to her. That’s because we just disabled this function from her through the Site Settings. So, it would work for the entire site. For any list or library within the site, the Edit All function is always kept being invisible and no available to Cecilia Guo. But when you log in to SharePoint as a different user, you will find out that the Edit All command is always visible on the ribbon and it’s available, that’s because we selected Yes for Make the Edit All command available on the ribbon and we only block Cecilia Guo from using it. So, for others they can still see this command on the ribbon and are able to use it.