Power Apps SharePoint List Security | Item Level Permissions & Folder Security with Power Automate

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Power Apps SharePoint List Security | Item Level Permissions & Folder Security with Power Automate

Рет қаралды 99,717

Күн бұрын

In this video we will explore the security & permissions needed to work with SharePoint as a data source for your Power Apps.
We will set item level permissions using a simple setting in SharePoint lists, we will create custom item level security using Power Automate flows, break permissions, grant permissions, reset role inheritance and more.
This is true security of data in SharePoint which PowerApps will respect.
This video includes both Power Apps & Power Automate to setup and lock down access to your SharePoint data.
✅ How SharePoint Permissions with Power Apps works?
✅ Working with 🔒 item level permissions in Power Apps.
✅ Set custom Item level permissions via Power Automate flows based on conditions.
✅ Flow to move item to specific folders dynamically & inherit folder security.
🔗 Blog Link - Power Automate - How to move SharePoint Online list items to folders
michelcarlo.co...
⬇️ Download flows to set permissions, break permissions & more:
github.com/rdo...
Code for Trigger Condition:
@equals(triggerOutputs()?['body/Progress/Value'],'Completed')
Flow Approvals:
• Flow Approvals Cookbook
Dynamic approvers Power Automate:
• Dynamic Approvers & lo...
SharePoint item level / folder level permission limits:
support.micros...
docs.microsoft...
Flow Trigger Conditions:
• Flow trigger conditions
Table of Contents:
00:00 - Introduction
00:34 - Create a Power App from SharePoint List
02:49 - Share Power App with Users
03:23 - Does user need SharePoint Permissions for Power Apps?
06:12 - Grant access to users (Edit, Read permissions) on SharePoint (Owners, Members Groups)
07:34 - Audience Targeting Vs Security of SharePoint data in Power Apps
09:25 - Item Level Permissions List / Library setting (Read data created by user & edit data created by user)
13:07 - Owners Group has full control (No Item Level Permissions)
13:59 - Set Custom Item Level Permissions to list items via Power Automate flow
15:06 - Create flow to set row security / list item permissions
21:56 - Flow Set List Item Permissions based on Conditions
22:35 - Set Folder Security
24:31 - Create flow to Move Items and Reset Role Inheritance (Folder Security)
33:12 - Subscribe to Reza Dorrani channel
#PowerApps #SharePoint #Permissions #Security
🤝 Let’s connect on social:
🔗 LinkedIn: / rezadorrani
🐦 Twitter: / rezadorrani

Пікірлер: 440

@365g 2 жыл бұрын

Great stuff Reza - Plenty of new tricks on item security and that item move nugget, wasn't aware of that one - thanks, have bookmarked Michel's blog! Loads to consider for a current build - Many thanks 🙏

@RezaDorrani 2 жыл бұрын

Awesome! Thanks Gerard.

@wolfcompany2 Жыл бұрын

Brother you are that "Indian" guy who can explain and concise the entire universe into one small cube! Its so easy to understand and the flow is perfect, thank you so much.

@RezaDorrani Жыл бұрын

You are most welcome

@leonardofaydella5090 2 жыл бұрын

Hi, nice video and great explanation. But I think you had to be clearer on two things, which could be concerning for anyone using large lists. 1. Sharepoint has a limit for unique permissions, it depends on your administrator settings. But it’s around 5000 (optimal). As you reach this limit, you cannot break inheritance, nor grant access to users to list items. 2. The “Completed” folder procedure showcased in this video is a palliative to the issue mentioned above and it won’t work in large lists. The unique permissions limit works at a LIST/LIBRARY level. Hence, the “Completed” folder is also adding up to that limit in the list in general. So final comment, as Microsoft recommends for SharePoint, you should use as few unique permissions for items as you can in lists/libraries in general. A workaround to this, in case item level security is a priority, the only workaround seems to keep creating libraries/lists as you get closer to this limit. For example creating a new list every quarter, month, etc.

@RezaDorrani 2 жыл бұрын

1) 5000 item limit optimal is accurate. This is item level including folders. 2) Permission is broken only at folder level. Items within folder adhere to the parent permissions. Hence, a folder and all of its contents (list items) will count as 1 for breaking permission inheritance. Would still work well for large lists. MSFT recommendation is around 5000 item level permissions. With 5000 folders (as an example) and 100s and 1000s of files with them, this approach would suffice.

@evaldasilginis1968 Жыл бұрын

You cannot even imagine how useful your tutorials are for my current project :) Thanks a lot

@RezaDorrani Жыл бұрын

Happy to hear that and thanks for the appreciation.

@rickthoward 11 ай бұрын

I too was about to abandon an approach until I saw this video; it was precisely on point. Thank you so much!

@RezaDorrani 11 ай бұрын

There is always a way out :)

@iandobbs4920 Жыл бұрын

I really thought I’d have to abandon my plan to use a list to allocate tasks to various individuals without them being able to see or access other people’s items - Until now! Thank you so much for this!! On to the next ‘list’ roadblock 😂

@RezaDorrani Жыл бұрын

Happy to hear the video is useful. Thanks for watching

@chrisproctor2854 Жыл бұрын

True security is key when you don't want to have all the data accessible. Working with personal data, i've been wanting to grasp how to truly secure data and this video helped outline ways to do it!

@RezaDorrani Жыл бұрын

Happy to hear that! Thanks Chris

@TheFunkBros Жыл бұрын

You did it again Reza... you bailed my ass out again with a solution that cut my development in half and resolved an issue I made complicated. Thanks!!!

@RezaDorrani Жыл бұрын

Most welcome and glad to hear the video is helpful.

@pawanmishra6549 2 жыл бұрын

Hi Reza, Thanks for the video! learnt plenty of new stuff on item level permissions. This is what excites me about your videos every week (fundamentals to advance level concepts covered). Thanks again, have great week ahead.

@RezaDorrani 2 жыл бұрын

Awesome! Thanks Pawan. I hope to keep the momentum going. I’m trying to mix it up with a variety of topics. Let’s see how it goes.

@EuroWin 10 ай бұрын

Reza still a legend! I like how it covers the majority of use case scenarios. Great job!

@RezaDorrani 10 ай бұрын

Thanks so much! This is one of my fav videos :)

@simonball5602 Жыл бұрын

Reza - you are a true master. Another great video which provides solutions to what I’m trying to achieve in my work place. Thanks for your continued work on this content! Many people owe you a lot; including myself.

@RezaDorrani Жыл бұрын

Thank You Simon!

@nharzic9248 2 жыл бұрын

This is such a help. I work in education and it can be tricky creating apps when you have to worry about clever students discovering the back end SharePoint. One thing I noticed, If you select a view in the first step, (When an item is created > Limit Columns by View), you must make sure the 'Created By' field is included in that view otherwise Power Automate will not display that as an option in the 'search dynamic content' options. As always, thank you so much for your great tips and advice.

@RezaDorrani 2 жыл бұрын

Thank You for watching and liking the video. Agree with all your points.

@josemariaroman7057 Жыл бұрын

Impresionante! So many of my doubts answered in a half an hour video. Thank you so much!

@RezaDorrani Жыл бұрын

Glad it was helpful!

@YoungbinLee22 Жыл бұрын

SharePoint, I mean, Reza - you never stop suprising me! What is 'not possible' with SharePoint? This opens up so much possibility on what business solution I can offer. Great tip as always!

@RezaDorrani Жыл бұрын

Thank You!

@dafyddlewis559 12 күн бұрын

Brilliant clear video which I've been able to use on a live project! Thank you!

@RezaDorrani 12 күн бұрын

Great to hear! Makes me most happy when it comes in handy in a real world scenario

@keinchiksan 2 жыл бұрын

And here i was thinking i know everything about SP Lists... Thank you Reza!

@RezaDorrani 2 жыл бұрын

Honestly, even I learned a lot while making this video.

@busyshah Жыл бұрын

So concise and precise. You really are a master of the subject matter. Thank you for this.

@RezaDorrani Жыл бұрын

Most welcome

@Worrelpa 2 жыл бұрын

Awesome job as always Reza. Thanks for putting all those techniques together in one place. So many people miss the security part. It is a pity Microsoft make use jimp through hoops to do some of these basic security functions through the http action. I had that debate with the PM at the time but they wanted to keep permissions actions simple and not get into using SharePoint groups etc.

@RezaDorrani 2 жыл бұрын

Thanks Phil. I agree 100% with your comment.

@marieraymond6512 2 жыл бұрын

Reza, you are brilliant!!! Thank you for all the free videos you create for us. This has helped me get an app done.

@RezaDorrani 2 жыл бұрын

Glad to hear that! Thanks for watching.

@noNumber2Sherlock 2 жыл бұрын

Reza you just keep churning out amazing things. Definitely reached Power Apps Rockstar status. Thank you!

@RezaDorrani 2 жыл бұрын

Great to hear! Thanks for watching.

@abrom253 Жыл бұрын

I have subbed on all my 3 google accounts so I don’t miss any of your videos

@RezaDorrani Жыл бұрын

Thank You!!!

@PedroTorres-ip7sj Жыл бұрын

Reza, can't express how grateful I am for your videos, this is just another masterpiece. Thanks to you I recently finished a power apps project on my own, and one of my great concerns was SharePoint list security. Definitely I'll put these tricks into practice. I was wondering, how does security work on Dataverse tables when using my own Teams environment? By any chance do you have a video on that topic? Thanks again!

@RezaDorrani Жыл бұрын

Awesome! Thanks so much for watching the videos and thanks for sharing.

@shanf1862 7 ай бұрын

Understood so much from this!! My basics have improved now thank you so much!!

@RezaDorrani 7 ай бұрын

Most welcome

@yukai4381 8 ай бұрын

Amazing information! I have been facing difficulties with the security settings. Thank you very much.

@RezaDorrani 8 ай бұрын

Most welcome!

@marcmajor1350 2 жыл бұрын

Such a fantastic description. Great stuff, thank you!

@RezaDorrani 2 жыл бұрын

Thanks Marc

@jasonthedogcatcher 2 жыл бұрын

Thanks again for an amazing video Reza. This is exactly what I was looking for (after I almost gave up). Your videos make me realise how much more I have to learn!😀

@RezaDorrani Жыл бұрын

Glad to hear it!

@mayankgupta247 2 жыл бұрын

Good work Reja, one of the most awaited video. You covered everything well. I am going try this thing today.

@RezaDorrani 2 жыл бұрын

Thanks Mayank

@rasalghulgaming4072 2 жыл бұрын

Thank you Brother! Everything in your channel amazing! Salaam from Turkey.

@RezaDorrani 2 жыл бұрын

Thank You and welcome to my channel.

@kcraigo 2 жыл бұрын

Thank you Reza. Very well explained. The way you explained the Permission change was an eye opener for me.

@RezaDorrani 2 жыл бұрын

You're very welcome. Thank You for watching.

@UncraftedLIVE 10 ай бұрын

This is the best tutorial on this I've seen! Thanks!

@RezaDorrani 10 ай бұрын

I agree 😉

@atehaa 8 ай бұрын

Thank you Reza. It is a great tutorial!

@RezaDorrani 8 ай бұрын

You are most welcome & thanks so much!

@michaelnova Жыл бұрын

Thank you Reza, this came very useful in project I was working on

@RezaDorrani Жыл бұрын

Glad it helped and Thank You!

@Linetwork-IT-for-Business Жыл бұрын

Hello Reza, very nice Video. Content is still relevant today so thanks for doing the video for the community. Best regards Aleksej

@RezaDorrani Жыл бұрын

Most welcome and thanks for watching

@micharadziszewski6202 Жыл бұрын

Thank you very much, Sir! This is what I was looking for. Really appreciate your content

@RezaDorrani Жыл бұрын

You're very welcome!

@logicalindian2739 4 ай бұрын

Thank you Reza, This Video brought my trust back to PowerApps

@RezaDorrani 4 ай бұрын

Trust power apps

@vorapatrboonsiripoka1395 2 жыл бұрын

Great insight! Your video is just what I'm looking for. Thank you!!

@RezaDorrani 2 жыл бұрын

Awesome! Thanks

@ellimalasan6145 11 ай бұрын

Great Work, very Informative lots of techniques. Thank you so much for sharing.

@RezaDorrani 11 ай бұрын

You are most welcome

@ellimalasan6145 11 ай бұрын

@@RezaDorraniI need help, how will i filter or hide the folder i made inside my list. It show the folder when I use the ThisItem

@RezaDorrani 11 ай бұрын

@@ellimalasan6145 Check my videos on doc library. I think I may have shown it there.

@santoshyadav6268 2 жыл бұрын

Thanks a lot for sharing these very useful insights for item level security!!

@RezaDorrani 2 жыл бұрын

Your most welcome

@chegondichaitanya2992 Жыл бұрын

Very very useful! This is exactly what I was looking for!

@RezaDorrani Жыл бұрын

Great to hear!

@mohdahmed-ze6uz Жыл бұрын

great explanation. yours is the only explanation I found useful. thanks.

@RezaDorrani Жыл бұрын

Glad to hear that! Thanks for watching

@aatishchaudhary4195 2 жыл бұрын

Thank you so much for sharing. Your content helps me everytime!

@RezaDorrani 2 жыл бұрын

You are so welcome!

@dougydoe 2 жыл бұрын

Another extremely insightful video very rich in content which is very practical and useful. Thanks for sharing.

@RezaDorrani 2 жыл бұрын

Glad you enjoyed it! Thank You for watching.

@ResponsibleXI 2 жыл бұрын

This is another pearl from your Reza. Please start with Dataverse Security as well. I see few comments on it as well.

@RezaDorrani 2 жыл бұрын

Thanks. I have a few requests on Dataverse. I will need a lot more on it. I have 4-5 topics planned out currently.

@DanielADamico 2 жыл бұрын

Always learning new things with Reza ! 👏👏

@RezaDorrani 2 жыл бұрын

Glad to hear that!

@marcelo55869 2 жыл бұрын

I was searching for this for ages... thanks

@RezaDorrani 2 жыл бұрын

You're very welcome. Thank You for watching.

@willthomas7416 Жыл бұрын

This video saved me an absolute sh*tload of research. Thanks Reza!

@RezaDorrani Жыл бұрын

You are most welcome

@amberhao3100 Жыл бұрын

Life-changing, show-stopping, Bravo

@RezaDorrani Жыл бұрын

Thanks Amber

@sandhyawaghmare-cv9xj Жыл бұрын

you look like you'll be the batman one day

@RezaDorrani Жыл бұрын

🦇

@edwinjonah 2 жыл бұрын

This was great! Thanks for the effort you put into these videos.

@RezaDorrani 2 жыл бұрын

Glad you like them! Thank You for watching.

@god_hacker581 2 жыл бұрын

Thanks for sharing!!!...as usual very nice explanation and presentation. Love to learn from your videos.🙏🙏

@RezaDorrani 2 жыл бұрын

Thanks Bharti! Glad you like the videos.

@spen2431 2 жыл бұрын

💥💥Nice work Reza💥💥. I have always used a second "Archive" list and a flow to recreate the item (and delete the existing one - but as you point out, this loses the history. I did also have an audit list). Will definitely have a look at folders. Thanks

@RezaDorrani 2 жыл бұрын

Awesome! Thanks for watching. Move item is a neat feature indeed. Wish there was a direct action for it in Power Automate.

@kansari36 2 жыл бұрын

Great video as always

@RezaDorrani 2 жыл бұрын

Thanks!

@saurabhtalele1537 2 жыл бұрын

Great,explanation,I just want to do like I want to give edit acees to someone and he can interact with canvas app through power app but I want to prevent him 1) to visit that sharepoint site , Or lets say if we can't do lile first condition then i want to say like if though he visited i don't want him to edit any record from that site (site content the many list)

@RezaDorrani 2 жыл бұрын

User will need access in SharePoint to perform the action in flow. The SharePoint connector does not impersonate. There is a more complicated technique which may help. Check kzfaq.info/get/bejne/qtldmsp1pt-beYU.html

@jeffdeutsch 10 ай бұрын

Very well presented... thank you

@RezaDorrani 10 ай бұрын

Most welcome

@nature-alliving607 Жыл бұрын

Thanks so much! Great Video

@RezaDorrani Жыл бұрын

Most welcome

@vikramsingh-yl8rl 2 жыл бұрын

Thanks alot for creating easily understandable videos....

@RezaDorrani 2 жыл бұрын

Your most welcome!

@Ed-Salinas Жыл бұрын

Going through several of your videos in recent months as I learn to use Power Apps and Automate within our organization. I'm struggling on how to set list permissions when an approval flow is used. I really only want users (including approvers) to have view access to the Sharepoint list, but they would need create and/or edit permissions in order for their approval value to be updated in the list, correct, since it shows up as "Modified" within the list? In the video you show how to change the permissions after the fact, but I'm not sure that is quite the solution I'm looking for.

@RezaDorrani Жыл бұрын

Check kzfaq.info/get/bejne/qtldmsp1pt-beYU.html For manually triggered flows, you can select under which account flow connections can run

@jawadahmadehssan6251 Жыл бұрын

Thank you Riza. A lot of good information

@RezaDorrani Жыл бұрын

Most welcome

@SHAli1474 2 жыл бұрын

As always amazing stuff, very informative 👏 👏👏 Thanks a lot

@RezaDorrani 2 жыл бұрын

Your most welcome!

@tyakimov 2 жыл бұрын

Brilliant, Reza

@RezaDorrani 2 жыл бұрын

Thank You

@shathike4079 Жыл бұрын

Hi Reza, Wonderful explanations i luv it, and kindly let me know how to do specific item level permission not for complete list for specific users, please do the needful, thaks

@RezaDorrani Жыл бұрын

I do not have a video reference on that. Its possible to do that using rest api calls and more. I recommend checking on forums in case someone has done something similar powerusers.microsoft.com

@arrio Жыл бұрын

Hi Reza, I found that if you uncheck "View Application Pages - View forms, views, and application pages. Enumerate lists." in the site permission levels you can set groups to stop accessing any sharepoint list on SharePoint without affecting their level of access from Powerapps.

@RezaDorrani Жыл бұрын

That is because it blocks users access through SP pages only. However a smart user can get to the data via APIs.

@arrio Жыл бұрын

@@RezaDorrani looks like to be more secure, apply permission at each record will be best way to go.

@thanhthule4564 16 күн бұрын

Great Video and Explaination!! Thanks for that. Could I please have a quick question? Will "Stop sharing an item or a file" in your video has the same result as those of action Send HTTP Request to Sharepoint with Post Method /breakroleinheritance(copyRoleAssignments=false,clearSubscopes=true)?

@RezaDorrani 16 күн бұрын

Welcome! I have not tried that http action. It should be similar.

@elonli5752 2 жыл бұрын

You are the best！

@RezaDorrani 2 жыл бұрын

Wow! Thank You.

@marnellej 2 жыл бұрын

Thanks for the video Reza, very interesting

@RezaDorrani 2 жыл бұрын

Thank You for watching

@jmstampe 2 жыл бұрын

This is great! What about permissions to a list item based on if they’re name is either in a requestor person field, a contacts multi person field, or within a specific user group?

@RezaDorrani 2 жыл бұрын

I do not have a reference video on this scenario & would have to try it out to provide guidance. I would recommend posting your query on the forums at powerusers.microsoft.com in case someone has done something similar.

@kamozzi1 6 ай бұрын

Reza, thanks for the excellent video. Could you provide guidance on the process of giving access to an O365 group or SharePoint group?

@RezaDorrani 6 ай бұрын

Most welcome! I have not tried with groups but the API does support it. Best to check the documentation.

@2007pradipta Жыл бұрын

Super like..only question is if i create folder structure how much flexibility i will get interm of limitation i.e. 10K records.

@RezaDorrani Жыл бұрын

I have explained that in video. All items within folder will follow same security protocol as parent. So technically I can have up to 10k folders with unique permissions.

@mtamitolanga 2 жыл бұрын

Great stuff as usual... Thank you

@RezaDorrani 2 жыл бұрын

You are most welcome

@PavanKumar-ph3wu 10 ай бұрын

Hey Reza, another awesome video, thanks for this. I tried getting managers the access too, it worked. Is there a way to keep that current/dynamic? Like lets a manager of user A has gotten access via the flow, when A's manager changes how does it update the access level

@RezaDorrani 10 ай бұрын

To make it dynamic based on org changes would be extremely complex. Not an area I have explored.

@lijunchen 11 ай бұрын

Yet another great video tutorial. Very detailed and useful. I have a few questions I would like your advice. Do we need to add "Office 365 Users" as connection to the Power App? If we just want to have only One item record for a user, that is, a user can only add a new record once / and update later, how can that be set up in Sharepoint list or theApp? My third question is: is it possible to create a Sharepoint list of all active Office 365 Users in my organization, including their manager and work locations? Thanks.

@RezaDorrani 11 ай бұрын

1 - use the connector if you need it. 2 - SharePoint does not have any feature for 1 item record per user. I have not tried this scenario in Power Apps hence not sure. 3 - You would need to query AD to get all user info and then write to list. Once again not something I have a video reference for.

@lijunchen 11 ай бұрын

@@RezaDorrani Thanks for your reply. For the 1 item per user, one use case would be for each user to enter/update their highest degrees attained, and other qualifications. I wonder whether we can just use the user email or name from the AD as a required and unique field. Once a user enters one record, they will no long be able to enter a new one except updating their existing record.

@RezaDorrani 11 ай бұрын

@@lijunchen Not sure how would that work in Power Apps as I have never tried it. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com

@pawansatope476 Жыл бұрын

Hi Reza, I have one query, how I can hide that edit button on form if user has read access on that list item?

@RezaDorrani Жыл бұрын

I have done videos on checking user permissions in power apps. Check kzfaq.info/get/bejne/gJOYgLCJ17Gxhnk.html

@busyshah Жыл бұрын

My Bookmark 06:24 Place in SharePoint List where we need to grant access to the user of powerApps 07:40 To give users access only to the content which was created by them (Audience Targeting) 08:50 Audience Targeting vs True security 09:30 Item Level Security through SP List 13:10 Item level Security doesn't restrict Owner's or Super Users 15:00 Breaking existing permissions on the item based on custom requirements using Power Automate

@RezaDorrani Жыл бұрын

👍

@Grosi001 2 жыл бұрын

Awesome video! Thank you so much!

@RezaDorrani 2 жыл бұрын

You are most welcome!

@user-cp8qd8gz9f Жыл бұрын

Hi Reza, Great video. Do we need a cloud flow license to grant/revoke access flow or E3 would be sufficient?

@RezaDorrani Жыл бұрын

E3 would be sufficient as we are dealing with SharePoint which is a standard connector

@winnerbelieve6551 Жыл бұрын

excellent😇

@RezaDorrani Жыл бұрын

Thanks

@CarFinanceSimplified Жыл бұрын

This could be just what I’m looking for. I thought it was going to have to move my HR app over to SQL but I’m hoping that this will mean I can keep the sensitive data on an SP list.

@RezaDorrani Жыл бұрын

Item level permissions works well for lists up to 5k records. Beyond that you would see performance challenges.

@CarFinanceSimplified Жыл бұрын

@@RezaDorrani Aah ok - I may end up having thousands of rows. Can SP lists be moved over to a SQL server quite easily?

@RezaDorrani Жыл бұрын

@@CarFinanceSimplified Im not familiar with that process.

@corywarshaw4100 2 жыл бұрын

Thank Reza, this was exactly what I was looking for! One follow up question. Can I add user groups to an item using the flow?

@RezaDorrani 2 жыл бұрын

Yes, but that would require the rest api actions. You would need to look into the syntax for that.

@guggilamdivyasai3451 Жыл бұрын

Hey Reza, one question. 1.Like how to get the unique permissions of a list 2. How to know what permissions are present for a List. 3.How to know what permissions are present for a site?

@RezaDorrani Жыл бұрын

For all the above, you would need to use power automate.

@guggilamdivyasai3451 Жыл бұрын

Yes using power automate Rest api. How can we get them. Do you have any reference Link. Can you please provide me if possible

@RezaDorrani Жыл бұрын

@@guggilamdivyasai3451 I do not have any video references on it. Check on the forums at powerusers.microsoft.com/

@moyura2 11 ай бұрын

@23:40 When using folder, I was wondering, how can you ensure that users can only view items they've created? This is very useful. Thank you for sharing.

@RezaDorrani 11 ай бұрын

In that case you would need to set item level permissions. Challenge with that is for large lists you would see performance degradation. There is only so much that SharePoint can do.

@ashokpershad 2 жыл бұрын

Thanks Rezza..Great video once again. Could you please share same video on Dataverse? As sometime we share apps with outside organisation users. So what should be taken care for that case?

@RezaDorrani 2 жыл бұрын

Dataverse security is in my backlog but very low on priority. I will need a lot more folks requesting that topic to rank it higher.

@clintgrossmann3126 Жыл бұрын

Thanks!

@RezaDorrani Жыл бұрын

Welcome

@rushilgupta8734 Жыл бұрын

Hi Reza, Thanks for this video. I have a quick question, I have added item level permission from the advanced list settings to read, create and edit by the person who has created it. But now my flow is getting failed when I'm trying to locate a particular data. I figured it out that changing these permissions has blocked my flow to find the particular ID. Do you know any solution to this problem while keeping the item level permission how can I make my flow to read the item from the SharePoint List. Thanks.

@RezaDorrani Жыл бұрын

As long as the flow owner is an owner of the SharePoint site, it should not fail.

@rushilgupta8734 Жыл бұрын

@@RezaDorrani It is an automated flow that runs when a new item or created or modified. Who will be the user/owner for running the flow in that case?

@RezaDorrani Жыл бұрын

@@rushilgupta8734 The person who created the flow.

@MoanaRasst Жыл бұрын

I ask you to help in a question of work with Sharepoint. Documents have been saved to the desktop through synchronization. If you accidentally delete a large number of documents and return them using the button, how does this operation appear in the system? Can it show in the system that the documents were allegedly resent somewhere, instead of being deleted? Is it possible to resend documents at once directly from Sharepont or do I need to download them first? Moreover, the computer and all programs are protected and only the administrator has full access.

@RezaDorrani Жыл бұрын

I have no idea about this one. I will recommend checking on the forums in case someone has done something similar. techcommunity.microsoft.com/t5/sharepoint/ct-p/SharePoint

@Amit4u4365day Жыл бұрын

Great Information 🙏🙏 Can we do it for Document Folders as well?

@RezaDorrani Жыл бұрын

Possible but I have not tried it

@otanzion9584 Жыл бұрын

Thanks so much Reza. Is it possible to grant users ability to add, edit but not delete data from a sharepoint list?

@RezaDorrani Жыл бұрын

For that, you would need to create custom permission level in SharePoint. Then use REST API action to grant that custom security permission to users. I do not have any specific video on this scenario though.

@otanzion9584 Жыл бұрын

@@RezaDorrani hmm.. I see. Thanks for the feedback.

@JD-bo5cy 2 жыл бұрын

Thank you for posting this, Reza! You solved yet another one of my Power App issues. When I share the site from the list, am I sharing everything on the site - folders, docs, etc. or just the list? I'm trying to only share the list with Power App users but it looks like when I share the site I am sharing the whole site but when I just share the list through the 'Share' button, users are not able to submit a request through the Power App. If sharing the site does share the whole site, not just the list you are on, is there a way to share just the list that will allow Power App users to use the functionality of the Power App? Thank you!

@RezaDorrani 2 жыл бұрын

Glad to hear the video is useful! Sharing is very much dependent upon type of site - communication or team. docs.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site You can have cases where users only have access to list. You would need to work with security by setting permissions for groups at list/library level. Permissions is a broad topic, not something I can cover here on chat :)

@javo5507 2 жыл бұрын

Hi Reza! If in a list, each row has a field with an email address, how could be the flow to let that user edit and see only his/her list items?. I can imagine that "Apply to each" action then inside a "Grant access to an item or folder" action and picking the mail field as ID in order to assign the permissions, but not clear how.. please do you have any idea or suggestion?, if could you kindly detail it a bit, it would be great. Thank you for sharing knowledge Reza!

@RezaDorrani 2 жыл бұрын

You would have to set permissions inside that for loop experience. I do not have a video reference on this scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.

@fangfang821 Жыл бұрын

Hi Reza, thanks for your vedio. Does sharepoint support item-level permission for document library? I didn't find it in library advanced settings.

@RezaDorrani Жыл бұрын

Not for libraries. You could set it using flow. I think I may have done a video on it. Check approvals playlist on my channel.

@fangfang821 Жыл бұрын

@@RezaDorrani thanks a lot.

@oanalistadedados2322 2 жыл бұрын

Thank for you tutorial ! I learned so much with this video, But in my app the option: "item level permissions" is not appearing... What I do ?

@RezaDorrani 2 жыл бұрын

Item level permissions is a standard option for SP lists. You would need to have permissions to modify list settings.

@oanalistadedados2322 2 жыл бұрын

@@RezaDorrani how do I do this ?

@RezaDorrani 2 жыл бұрын

@@oanalistadedados2322 You would need access. Ask your SP admin or site owner.

@oanalistadedados2322 2 жыл бұрын

@@RezaDorrani thank you my friend !

@davidregis2577 2 жыл бұрын

Great information! What would be the trigger condition if the Assigned to user gets modified by an owner or manager so that only the owners and assigned to person can edit or view that item automatically? The created or modified trigger runs every time any changes are made to the item but I only want it to run if the Assigned to person or user is changed or created.

@RezaDorrani 2 жыл бұрын

You would need to look into flow trigger conditions for that. I do not have a reference video on this scenario & would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com

@moetoledo Жыл бұрын

Thank you Reza! I'm facing an issue in the power automate when selecting recipient in grant access step. when selecting [assign to email] the step becomes apply to each. while that doesn't happen when selecting [created by email]. Any idea what I missed?

@RezaDorrani Жыл бұрын

I will have to look at your App in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com

@PavanKumar-ph3wu 9 ай бұрын

Amazing video Reza, one question, what if you don't restore advanced permission settings to default. Will the flow break that too.

@RezaDorrani 9 ай бұрын

I did not understand the question.

@pawan579738 8 ай бұрын

@@RezaDorrani Sorry, I meant if in "Settings - Advanced Settings" of sharepoint list. If the "read access" is set to Read items that were created by the user, and "Create and edit access" is set to create items and edit items that were created by user - will the flow still work and break the permissions?

@RezaDorrani 8 ай бұрын

@@pawan579738 I have not tried that. Give it a shot and check.

@pawan579738 8 ай бұрын

@@RezaDorrani I did, it worked. Partially I guess because when I viewed the acess level for individual list item, permission of which is broken by flow- there is a view access for created by user and edit access for assigned to user. Exactly what I wanted, but the assigned to user can't see that item(regardless of the fact that flow has given them an edit access to that item).

@RezaDorrani 8 ай бұрын

@@pawan579738 Might be a limitation then

@praveeng3543 2 жыл бұрын

Good security 🔐 a

@RezaDorrani 2 жыл бұрын

👍

@danielrumbak2530 2 жыл бұрын

Hi Reza, Absolutely brilliant! Thank you! Can you use the flow that moves the item to the Completed folder to also move items between lists and also retain the version history and permissions (with modifications to the URLs of course)?

@RezaDorrani 2 жыл бұрын

Thank You. I believe move item can move between lists as well. Version history should be maintained. Key would be to have same columns on both lists (use Content Types). If columns (names and types) do not match, you could lose data.

@ruoyuwang6626 8 ай бұрын

Hi Reza, I built a App for my teams but my colleges have problem reaching in the apps. Idk if its the problem of Teams, my setting ofList-Permissions or some other thing i might be missed. Looking forward to ur help. Thx

@RezaDorrani 8 ай бұрын

I have not come across the mentioned issue and hence not sure what the cause could be. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com

@xando2666 2 жыл бұрын

This is helping me so much learning Power apps from the very beginning and diving deep into different topics. One question i did not find so far: Is it possible, somehow, to give item level permission based on the value of a column in a related table? Example: Tasks and Projects. Two different tables and I want to give only access to tasks to people, which have the permission to see the project in the other table. E.g. just the project members. Is this possible?

@RezaDorrani 2 жыл бұрын

Possible. You would need to query for items in related table and then loop through those items and assign permissions one by one. Would be a bit complex.

@xando2666 2 жыл бұрын

@@RezaDorrani Thanks for answering. Even the chance that it could be possible will let me search the solution!

@hockdrew 6 ай бұрын

This is awesome stuff, fixed my first problem (using power automate for record level permissions). I do have a question though, I've followed similar steps but added a subsequent step to grant read access to the same record. My only problem is I get an error if that read value(s) is empty, which sometimes it is. Do you have a recommendation on how to incorporate a statement to skip that step if those fields are empty? I have 4 possible fields where groups/persons can be entered, but are not required.

@RezaDorrani 6 ай бұрын

I have not come across this issue and hence not sure. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com

@iandrabble215 5 күн бұрын

Using Item Level Permissions, how do I re-assign a record if the 'Created By' user leaves the business? This field does not seem to be editable in SP List

@RezaDorrani 5 күн бұрын

I don't think SharePoint disabled it by design. You can write another flow to add permission for an alternate user (create, read privileges) if the creator leaves the org.

@likelly8431 Жыл бұрын

Hi Reza, i input the trigger condition "@equals(triggerOutputs()?['body/Progress/Value'],'Completed')", but the flow is not triggered. What could be the problem? Thank you.

@RezaDorrani Жыл бұрын

Formula looks fine. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com