SharePoint Holmes and the not-so-Dynamic Description

The case

“Can you help me? I have edited my SharePoint News post two days ago, but the old text is still visible on the News page, under the title. How can I update it?”

SharePoint Holmes had not had a request for help recently, so he was eager to jump in! 😁

The investigation

Not everyone knows that the text underneath the post title on a News web part is determined by the text in the Description field. You can find the Description field in the Page Details on the post or page in question. I recently wrote about the behaviour of this Description field.

On my site’s Homepage I changed the News web part into a List view. This shows a good portion of the Description text.

I created and published a new post.

The new post, with part of the first paragraph in the Description

I checked the Description, and it matched the text; it showed almost the entire first paragraph.

As expected, the Description matches with the body text.

I then made a change to the first part of body text, republished, and checked the Description field.

The Description field still contained the old text, and on the News page the old preview text was still visible.

New body text, but still the old Description.

I then manually changed the Description text into a short summary. I had to change it manually anyway, so I tried to improve it.

As I had to redo the Description text anyway, I thought I’d make it a one-sentence summary.
This is the new Description. I think it looks much better than a sentence that trails off halfway.

The solution

Unfortunately, the Description field does not update itself when you make a change to the introduction text of a news post or page. You will have to manually update it if you want to reflect any edits.
Of course, this behaviour does not always have to be a problem. If you only make small edits, or edits in another part of the text, you do not necessarily need to change the Description.

But even if you do not need to change the text, you may want to change the Description into a snappy one-liner that immediately informs your audience about the essence of your post.

And by the way, I have now found #7 of my post 7 things to know about the Description field in SharePoint pages and news! Told you! 😊

I accidentally I have also found #8: The Description field is shown in the Newsletter digest. Not unexpected, of course, but now it has been confirmed.

The Description is also shown in the Newsletter.

About SharePoint Holmes:
Part of my role was solving user issues. Sometimes they are so common that I had a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Promoted Post

The case

One of our news publishers shared a post on Yammer but it did not show up very nicely: the image was not displayed. What did she do wrong?

I remember having mixed experiences myself, and I also think Microsoft promises a beautiful sharing experience on Yammer (that prominent “Promote” button is not on every news post for nothing) so I asked SharePoint Holmes for help!

We are not the only ones to experience this, see this item from the tech community.

The investigation

1. Sharing news posts to Yammer

I confirmed that this was a Communication site.
I then used the “Promote” option to share every news post created in my earlier article on the storage of images. I also used the “Send to” option and that behaves similarly.

My own Yammer has the “new” experience, but I have not switched to “Native Yammer” yet. It may be different for Native Yammer users, but my own and work tenant have the same experience.

Options to share your news post to Yammer

The sharing interface shows the image in all news posts.

The promote/send interface

But this is the result on Yammer:

Not all posts show an image on Yammer

2. News posts with images in a regular Document Library

Seeing the results, and as the “From a link” is a bit of an exception (the image resides in the Site Assets library of another site) I added two extra experiments: I uploaded images to regular document libraries, one in the Intranet site where I created all news, and one in another site, created a News post with those and shared them on Yammer.

During upload to Yammer, both showed the image in their preview.

Normal preview with image

But on Yammer, they do not show their image.

Both posts do not show the image on Yammer

They look OK in the site and on the SharePoint homepage, though.

Both news post show the image in their own site
Both news posts show the image on the SharePoint homepage

The solution

So, it appears that you need to think beforehand whether you want to share a news item on Yammer, because your choice of image source makes or breaks your Yammer post!

I advised the news publisher to create news posts with images that will end up in the Site Assets, so that would be:

  • Recent (most likely – be aware of copyright issues as this might have been taken from the web)
  • Upload
  • Web Search – but be aware of copyright issues!
  • From a Link, if you know that the image lives in a Site Assets library

If you combine my advice from my earlier post and these results, “Upload” appears to be the best option. This is actually quite annoying – one would expect that all news posts would display their image!

According to Susan Hanley, images from Organizational Assets also show up when shared via Yammer. So there’s no more excuse…I have to learn how to Powershell this into my tenant! (I know the command, but I do not know where to enter it!)

This experiment triggered some new questions, such as the behaviour of News created in Team sites (as opposed to Communication sites), so that will be my next post!

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Invisible Illustration

Creating news in SharePoint is relatively simple compared to publishing on the old intranet, our news publishers have informed us. They especially like the many easy options to add images and web parts.

Still, the other day we got a small mystery to solve.

The case

One of the News items showed a strange header image. The publisher told us that she saw the illustration as intended, and that she had used the standard “Image and Title” template because she wanted to use a header image. The rest of our organization saw a grey/white image instead.

Strange image in the news post, not what the pusblisher intended!

She told us she had followed all the steps she usually did.
Time to wrap up in my SharePoint Holmes cloak!

The investigation

I looked at the news post but I could not see anything wrong with it, not even in admin view.

I checked the Site Assets library where images used on Pages are stored, but there was no folder with the name of the news post. This could either mean the image had not been uploaded, or that she had used a selection option that does not create a folder in the Site Assets. (More on that in my next post)

All images used on pages and news are stored in the Site Pages folder in the Site Assets library.

I then asked if she could reproduce her steps while I was looking, as just looking at people’s actions can give you a ton of extra information.
When it came to adding the header image, she selected “OneDrive” and selected the image of choice. She got a popup and clicked “OK” before I could read the message properly, so I asked her what the message said. She said she just clicked “OK” as this added the image to her post, and she had found that if she clicked “No”, she would go back to the image selection and had to start again, so that made no sense.
She then published the news post and it showed correctly on her screen, like this:

The News publisher sees this image from her OneDrive

But not on mine or anyone else’s.

This is the “image” everyone else sees.

It was time to look at that popup. This is it:

When you use an image located on your OneDrive, you need to share it with everyone in the site.

So, if you want to use an image from your OneDrive, which is private by default, you need to share it first with your intended audience. This makes sense, but there is no way to share it while you are in the process. Clicking “OK” assumes you have shared it, clicking “No” brings you back to the image selection. It would be nice if you could adjust the permissions then and there, like you can do with documents you upload in Teams chats!

The solution

In this case, I suggested to use the “Upload” option and select the image from her OneDrive client on her PC. This will upload the image and create a folder with the illustration, shared with everyone who has access to the site.
She could also have uploaded the image to the Site Assets in her news site, and then select “Site”.
It is also possible to share the illustration with everyone on her OneDrive, before adding it to the news post, but I thought that was too complicated. Not everyone knows that “Everyone except external users” is the group to share it with.

To fellow support folks:

Please notice the difference between adding a OneDrive “image” (1) and not adding a header image (2). This can help you find out if this is a similar case.

1: OneDrive image, not shared. 2: No header image (and no other images) added to the post.

My next post will discuss the various image upload options, so stay tuned!

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Event Error

Our new SharePoint intranet is getting its final shape, and now that we have the different sites and the news in place, we can start working on other things.

The case

One of those “other things” is the Events calendar, where we share important events within the organization. As these are published on the intranet home page, we needed to give people access to the Events list in the home site only, to avoid them being Masters of the Intranet. 🙂

We created a group of Event Publishers, added that group as Contributor to the Events list, and instructed them how to create a new event. (It works much like creating a page or a news item, just with extra predetermined columns).

The form to add a new event from the Events web part.

Shortly after we gave out the instructions, questions started to roll in. Some Event Publishers had no issues at all, but some reported strange error messages and could not publish their event. It was time to see if SharePoint Holmes was still around!

The investigation

  • I checked permissions. Yes, this group had Read access to the intranet site (this is not a given at this moment pre-launch!) and Contribute access to the Events List. So far, so good.
  • I asked one of the users to show me what she did. She did as instructed – clicked on “Add Event” from the homepage and added a custom image from her PC
This is a custom image that was stored on her PC
  • When she clicked on “Add image” she got the following error message. The same happened when she wanted to add something “from the web”.
I had never seen this error message before!
  • It was a rather mysterious error message, that I had never seen before, but it looked as if it had to do with the image and uploading.
  • I wondered if it could have to do with the fact that she did not have Contribute access to the homepage, so I asked her if she could create an event directly from the Event list. She could add the event without issues, but there was no option to add an image.
The “new event” form from the list looks much different from that form from the webpart
  • I then asked her to repeat it from the web part, this time using an image from the Stock Images. The event was published to the homepage smoothly.
  • This somehow felt like News, where images are being stored in a separate Site Assets library. (Except Stock Images or Organizational Assets; those images do not get stored)
  • I checked if Events were stored in the Pages Library, as they looked much like a page. They were not – they were stored in the Event list.
  • I then checked the Site Assets library, and in the folder “Site Pages” there was a subfolder called “Event”. In that library the Event images are stored.
Apparently Event images are stored in the Site Assets library.

The solution

We did not know that Event images are stored in the Site Assets library when we started, so we had not thought about giving them Contribute access to this library.
We added the Event Publishers group as Contributor to the Site Assets library, and then every Publisher could add events without any error messages.

The Event calendar. The middle item has been created from the Event list directly and has no image.

We could have asked them to use images from the Stock Images or Organizational Assets only, but we felt that was too restrictive. Our education folks have custom images to brand their events consistently, for instance. We could have added those to the Organizational Assets but giving everyone access to the Site Assets is easiest and saves us a lot of instruction and support. 🙂

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the No-show News

The case

One of our Communication sites has changed hands recently. The former owner was very active in her site and we often referred people to that site as a showcase for Communication sites.
She left and someone else took over. The new owner attended one of our Webinars and told us she felt confident managing the site. Last week she asked for help – she had published a News item for the first time and although it showed on the SharePoint start page she could not find it in her site.

On the SharePoint start page, news item are displayed in chronological (First published) order. The item on the left is the most recent.
The homepage of the site in question. The latest item is nowhere to be seen.

The investigation

I remember seeing the post on my SharePoint start page and thinking “Ah, she did it! Good to see that that site is active again”. But I had not looked at the site.

  • I went to the site and there was the homepage, seemingly untouched since the last owner left. (see screenshot above)
  • I created a new page with the News web part and noticed that the new item was displayed in first position.
A new page with the News web part as is – the new item is in first position.
  • I checked the web part settings of the News web part on the home page.
  • After checking the web part layout and settings, I checked the bottom of the web part menu. And yes, what I suspected was true: ALL news items had been fixed on the page, blocking display of all new News items.
All 4 News items are pinned in a fixed position. This means that new items will be displayed below these.

The solution

That was relatively simple:

In web part editing mode, I clicked on each x after the News item’s title. The chronological order revealed itself, and the latest News became visible.

“Native web part” (in chronological order).

I think pinning all News items is not a good idea. I can imagine that you will want to keep one or (at the very most) two things visible for some time, but to fix them all in their place is defying the purpose of having a News functionality. Default is best, because it is news and it is supposed to change! Also, it can really puzzle your successor 😉
And I personally keep forgetting how it is done; the functionality is a bit weird.

More on creating SharePoint News in my earlier post:

16 things to know about creating SharePoint News

And by the way…

I noticed that the web part picker no longer has an expand option. That means you can no longer have a large overview of available web parts. You can now choose between a grid and a list view, and you can search, or scroll.

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Disappearing Digest link

It has been some time that SharePoint Holmes’ skills were required to deal with a strange issue. But here he is again – this time with a mysterious issue with SharePoint News!

The case

Last time I mentioned a colleague who had started a new site, and who is very happy with the SharePoint News and the News digest. I had given her a short demo of creating both and emphasized that she needed to have at least 5 News articles before the link “See all” would appear on her News web part.

She called me some time after to ask why she did not see the “See all”. She had 5 news items but the link did not show.

No “See all” link on top of the News web part (left)

The investigation

I counted the News articles but yes, she had 6, so the link should be visible.

Perhaps it had to do with the page, one way or the other? So I checked:

  • Section colour – a wide shot but as she had used the dark section background perhaps there was a contrast issue?
  • The web part settings – you have a number of layouts for News items, such as a list or a Hub, and there are also some options per layout.
  • Number of columns – did perhaps a narrow column hide the link?

I just played around, changing the layouts and fiddling with the various options. Current SharePoint pages are so easy to change, that it is really not a lot of work, compared to the old pages!

The solution

Of course I should have trusted Microsoft that they know how to make sufficient contrast – the background colour had no negative influence.
A narrow column made no difference either – there is always room for “See all”. You see it in other web parts as well.
The web part itself was the culprit. There are actually TWO situations in the Layout when the “See all” does not appear:

  1. You use the Hub News layout – for one reason or another this NEVER shows the “See all”
  2. You deselect “Show title and commands“.
If you switch off “Show title and commands” you will not get the “See all” link

The latter was the problem in this case. My colleague did not like the extra space that the title took, so she had decided not to show that when she configured the page. When she hit 5 articles, she expected the link to show, as she did not realize that she had turned it off.
I can’t blame her, I only found out after she had called me!

The desired end result. You see it takes more space.

The tip

So, if you like the Hub News layout, or you want to hide the web part title, and you still want to create a News digest, you may want to do either of this:

  • Change the web part layout temporarily into another style, and go back to it when you have created your Newsletter
  • Create an additional page with a layout that supports See all, to create your Newsletters from.

I knew something would turn up as my 10th “Things to know about the SharePoint News digest“, so I have added it just now! 😁

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Online Only

sh-onlineonlyThe case

“ I can not open the embedded document” the user told me.
“Ah”, I thought, “I have once solved a case for that”.
“Please ask the site owner to make sure the library opens in the client application” I told the user. “Because embedded documents do not open in the online version“.
I thought that was the end of it, but some time later the site owner contacted me, telling me that the document library always opened in client so he did not understand what I meant.
To be honest, I did not understand it either anymore, so I needed to put on my sleuthing hat.

The investigation

  1. I checked the library and the settings. Yes, the library was set to open in the client.
  2. I selected the document and opened it with Word. No problem.
  3. I asked the user which version of Word he had. A recent client version.
  4. Then I checked his permissions to the site. Somehow or other I always end up checking permissions. The user had Read permissions, as expected.

    sh-onlineonly-sitesettings
    The user was in the Visitors group with Read permissions to the site (In Dutch it is “Lezen”)
  5. I looked at the items with different permissions and noticed that the document library had different permissions from the site. There I saw that the user had been added with View Only, which according to the description means: View pages, items, and documents. Any document that has a server-side file handler can be viewed in the browser but not downloaded. File types that do not have a server-side file handler (cannot be opened in the browser), such as video files, .pdf files, and .png files, can still be downloaded. 

    sh-onlineonly-librarypermissions
    In the Document Library this group has “View Only” permissions.

6.  I gave my colleague the same permissions to the site and checked what happened. Indeed, she could only open documents in the online version with that role.

sh-onlineonly-opening
The user could only open documents in Word Online. No option to use Word Client.

The solution

The site owner had inherited the site and did not know why this permissions set had been given. To be honest, I have never used it so I wonder what people use it for.
I explained the situation and told him that the determining factor was the need to see the embedded document.

  1. If the user had no need for the embedded document, he could leave the permissions as they were.
  2. If the user needed to see the embedded document, he still had two choices:
    – Make the document available in the document library, instead of embedding it, and leave the permissions as they were
    – Give the user Read permissions

Tips:

  • Be aware that people with View Only can also not Copy or Move.

    sh-onlineonly-nocopyormove
    There are no Copy To or Move To options when you have View Only
  • @Site Owners: stick to the standard roles as much as possible
  • @Site Owners: always ask your predecessor for the why if you see any strange things when the old site owner hands over the site to you. (Yes, I know this will not happen, but a support girl can dream 🙂 )
  • @Support people: You will have noticed by now that you should always check
    – Client/Online opening behaviour
    – Classic/Modern settings (they are not an issue here, but have been unexpected causes of issues in other cases)
    – AND permissions


About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Image courtesy of OpenClipart-Vectors on Pixabay.

SharePoint Holmes and the Invisible Image

SH-invisible-man-154567_1280The case

“It is possible to show the person’s picture in a list, next to the name?”  the user asked me. “Of course”, I said, but it depends on the list and the definition of the column. Let’s have a look.”

The user did a screenshare with me and showed me the list. It contained a number of “People or Group” columns.

We checked the settings of the columns and it turned out he had used the default option, “Name (with presence)”.

SH-InvisibleImage-Default
The default option when you create a “Group or Person” column.

So I showed him there were more options and that he’d better select “Name (with picture and details)”.

SH-InvisibleImage-Namepicdetails
I suggested this option to make the picture show in the list

So he did, and he went back to the list. But no image was shown.

SH-InvisibleImage-ListModern
No image next to the name 😦

The investigation

  1. I checked the column again, as this was unexpected behaviour. Yes, that was the right setting.
  2. I also tried the other options, “Picture only” in various formats. But the image would not show.
  3. I was flabbergasted. Microsoft Office, especially in the Modern fashion, has such an obsession about pictures, images, icons and other visuals that I could not understand why the picture would not show up. I mean, I have to look at myself all day but SharePoint would refuse this?
  4. But then I thought, what about Classic View?

The solution

I switched to Classic View and there it was:

SH-InvisibleImage-Listclassic
This was what the user was looking for!

The user was happy and changed the Advanced Settings to make sure this list would always open in Classic View for all the site’s users.

I am not so happy, however. This was a modern site with a modern list and a perfectly legit column setting. Why is the picture not displayed in the Modern View, knowing the emphasis Microsoft places on visuals?
Please note it is the same with Styles and Totals – they only display in Classic View 😦
I have already added a warning to my SharePoint Style Counsel blog…

Additionally, over time I have grown an aversion to the Classic view as I think it looks cluttered.

So, does anyone know when can we expect these display options to be available in the Modern view?

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Image courtesy of OpenClipArtVectors on Pixabay

SharePoint Holmes and the Gone Gallery

800px-Northwestern_High_School_Student_Art_GalleryWhile all consultants are writing about Modern Sites, Hub Sites and Communication sites, I am quite certain that a lot of us practitioners are still working with the Classic sites. Looking at “my own” environment this will not change overnight.

(One of the joys of being a practitioner is that you can watch an intranet grow old…and not always gracefully 🙂 )

So here’s another case of Classic SharePoint Investigation.

The case

“I can only add app parts to the page,” the user said. “I am the owner of the site and I would like to add Summary Links, but I can only see the web parts for the document libraries and lists in my site.”

And indeed, when I looked at her page in Edit mode, it looked like this:

SH-GG-WebParts
Although the user had selected the Web Part Gallery, she only saw the App Parts.

 

SH-GG-AppParts
This is what she saw when she selected the App Parts – exactly the same!

 

The investigation

  1. The site permissions were OK – she indeed had the correct permissions to manage the site.
  2. I checked the permissions for the Pages library and Pages – all were inheriting from the parent so that was not the issue.
  3. I logged in as admin (that account has Administrator permissions on all site collections in the tenant) and I saw all web parts. So it looked like another permissions issue.

    SH-GG-CorrectWP
    Same page, different user: I could see the web parts
  4. I asked the owner to which business she belonged. That was Business B. This gave me the clue that I needed.
  5. I checked the site collection – this was a site collection for Business A.
  6. So I checked her permissions on the site collection level – none, as only employees of Business A had access.
  7. To confirm, I checked her permissions for the Web Part Gallery.  Bingo!

The solution

As we are divesting Business B, we have removed all permissions of the Business B people from all site collections of Business A, and vice versa. This means that the Galleries in the Business A site collections are not accessible to employees of Business B. It is an exceptional case that a Business B owner is an owner of a Business A site, but there was a reason for that.

Fortunately the Web Part Gallery had unique permissions, so I added her to the Gallery and then she could do what she needed to do. I did not have to worry about maintenance as her account will be removed in a few months automatically as the system separation takes place. (I may write about that later.)
Frankly, I do not know which permissions a Web Part Gallery should have by default, as I have seen both “inherited” and “unique” while checking some site collections.

This case is probably not very common, but if you ever get incidents where people can not see the web parts when editing a page, please check permissions of the Web Part Gallery at the site collection level. I remember once accidentally removing all permissions at site collection level, and after I had added the groups back, several Galleries were inaccessible as due to unique permissions the groups had not been added back automatically…

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Photo courtesy of Maryland Pride on Wikimedia.

SharePoint Holmes and the Survey Surprise

Survey-Detective_Maxwell_on_his_desk_in_the_movie_Until_DeathMost questions I receive about SharePoint surveys are permission issues (it is not extremely intuitive that you need to give all your audience Contribute permissions) and the error message that tells people you can not enter this survey twice.
But this time the issue was different.

The case

The site owner had created a survey in which each item had to be completed by two people. When the first person had entered their part, they would send the link to their entry to the second person, who was supposed to enter the rest.
However, the second person could not open the link and got an error message.
“Sorry, something went wrong. No item exists at [location]. It may have been deleted or renamed by another user”.
When that second person went to the site and opened the survey, they could see that an item had been entered but when they clicked “Show all responses” they received a message that there were no responses.
Confusion all around!

The investigation

  1. I checked the permissions, of course.
    The second person had Contribute permissions to the survey, so that was OK. Everyone could see and edit all items, which is a bit scary, but as this was a controlled process with a limited audience, that could work.
  2. People could enter multiple responses, so that was also not a limitation that could cause this issue.
  3. I checked the survey itself. It had some branching. I completed the first part of the survey and clicked Save and close. My entry was saved.
  4. I went to the survey and saw the item and could open and edit it.
  5. I looked at the 2nd part of the survey, which had many required responses and that gave me some ideas to test…

As it turns out,

  • You are unable to save a straightforward Survey item (with no branches) if it contains questions where you have to provide an answer. We know that, it is the same as with List items.

    Survey-needsmandatoryfields
    This survey can not be saved when the required fields have not been completed.
  • A survey with branching however, will save answers, even if you have not entered all mandatory fields. You will get a message and the item will be saved as “not complete”.

    Survey-setup
    With the yellow-marked question the branching occurs, and there are 2 questions which require a response after that.

    Survey-page1filled
    This is what the first part of the survey looks like. The first person would “Save and Close”.

    Survey-messageforsaving
    “This website reports the following” – you are learning Dutch as you go along 🙂

    Survey-part1saved
    When you Save and Close,  the item will be stored and be visible.

    Survey-1responsenotcompleted
    If you click on “Show all responses” you will see that the item is “not completed”.
  • People can only see the completed items of someone else. As the item is “not complete” because the second part with mandatory questions is not completed,  second person Mystery Guest can not open my item, even though she can see there is an item and she has all the permissions.

    Survey-MysteryGuestsees1item
    Mystery Guest can see there is an item added…

    Survey-NoresponsesforMysteryGuest
    …but when she clicks “Show all responses” she gets the above message.
  • When I removed the “requiredness” of the answers of the 2nd part, the survey was marked as “complete” upon saving, and then the 2nd person could open and edit the 2nd part of the survey.

The solution

I discussed my findings with the site owner and suggested to make the answers in the second part of the survey no longer mandatory. I showed him how to create views in a survey to help getting the second part completed.

That worked for him. Case closed!

New experience for Surveys!

I also saw the Survey in Modern SharePoint. I appreciate the new consistency with other lists, but I can imagine that people will be lost without that well-known look-and-feel. But then, I expect that Forms will make the Survey obsolete soon, anyway.
I wanted to share a screenshot, but things are not very stable yet and I kept getting errors and the Classic experience. As soon as I have captured it, I will share!

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Image courtesy of ZaL141TeLq on Wikimedia.