Tightening the SharePoint List permissions for Power Apps

[@DanielADamico]

Excellent video as always! Thanks for sharing Daniel! May I suggest a video topic that I don't see anyone else talking about? (despite it's a very common scenario in the companies) How to handle hierarchical row level security in sharepoint lists. Imagine I have a sharepoint list that has records that should only be viewed/changed by specific people - and their managers should also be able to see/change their subordinate's records as well as their own... I know CDS has these functionalities but it's also something that it's not easy to do and I don't see anyone explaining how to implement this: - CDS w/ hierarchical row level security + Power Apps Canvas, or; - Sharepoint Lists w/ hierarchical row level security + Power Apps Canvas Thanks!

[@DanielChristian19]

Thanks for the suggestion Daniel. I'll need to think about this for a while and come up with a demo first and then will blog on it. I'll definitely add this on my to-blog list.

[@amubeen71]

Agree, this is a very common scenario that is not addressed.

[@cvkealey]

Great video, as usual, Daniel. I've had too many conversations about this with citizen developers at our University and will be sharing this with them. The #1 point of confusion (and even our DBAs don't seem to "get" this) is that Power Apps itself (neither the platform nor the apps that you create) has NO permissions to the data. The only permissions that are there come from the connection of the user of the app to the data source. In most cases, we want users to ONLY interact with the data through the app. Using Powershell to set the list as "hidden from browser" is (in my experience) the best way to prevent users from getting to the list interface. It's important to document that change somewhere because it blocks the list from appearing in the Site contents page as well as when adding data sources to Power Apps and using the SharePoint actions in Power Automate.

[@DanielChristian19]

Thanks for the great feedback Chad. This video simply clears any doubts both makers and users have both from the front-end Power Apps and the back-end SharePoint list perspective. I tried to keep it simple and explain it with some examples.

[@CtrlAtlDel]

@Daniel Christian I want to give credit to you because I have watched many of your videos and one of those videos was where you created that Asset request app Dell, HP, laptop and accessories etc. I learnt lot from that and till date I have created 3 apps. One is Asset management App Tenant management for a housing society Resource and Cost calculation App for an enterprise. I have just loved it. I am still immature at complex stuff but I find solutions somewhere in your videos!!!

[@DanielChristian19]

Thanks CtrlAltDel. Your hard work and self-motivation is the reason for your success. I simply pointed you in that direction.

[@prasadjoshi4812]

Thanks Daniel for addressing the long awaiting issue while using SharePoint with PowerApps. Apps will feel more powerful with this approach now 😀

[@DanielChristian19]

Thanks for the compliment, Prasad!

[@kaushar.]

Thank you Danial. Good explanation and I liked the "Count three ho gya @18:20". :)

[@DanielChristian19]

Glad it was helpful!

[@jdriele]

I really like your video : concrete app maker life -> concrete answer.

[@DanielChristian19]

Thanks Giboin! That is a superb compiment.

[@CtrlAtlDel]

Love you man! You are the reason why I have started learning PowerApp.

[@DanielChristian19]

Great to hear!

[@CtrlAtlDel]

@@DanielChristian19 I want to give credit to you because I have watched many of your videos and one of those videos was where you created that Asset request app Dell, HP, laptop and accessories etc. I learnt lot from that and till date I have created 3 apps. One is Asset management App Tenant management for a housing society Resource and Cost calculation App for an enterprise. I have just loved it. I am still immature at complex stuff but I find solutions somewhere in your videos!!!

[@martinponce8674]

It works perfectly and is just what I was in need for! If I could, I would give more likes to this video. Thanks Daniel!

[@DanielChristian19]

Glad it helped!

[@omarmorales909]

This is great! Thanks Daniel, really great explanation.

[@DanielChristian19]

Glad you enjoyed it!

[@munkybutler1]

Hi Daniel, thank you very much for this video. You have made a lot of sense of a very confusing topic. This is going to be brilliant for my apps. One question I have is about the fact that Rosanna can't delete items. I believe this inability to delete is controlled by the Permission Level we created called 'PowerApps List Contribute' rather than selecting the Advanced List Setting of 'Create items and edit items that were created by the user'. Thanks again, brilliant video 😀

[@natashasamuel9346]

Great class. Keep up the good work. Thank You, Natasha Samuel

[@DanielChristian19]

Thank you! Will do!

[@mwmstals]

Thanks Daniel, this is great and just what i was looking for.

[@DanielChristian19]

You are welcome, Martijn!

[@mayalejandroboteroquintero1521]

Hello Daniel, Thank you for sharing this video, it is amazing! I learn a lot. Please help me with some advice about the following data security/privacy concern: How do you avoid that the PowerApps users modify the data directly on the SharePoint list if it is your back end data source? The above taking into account the following: -I have to use SharePoint as data source due to several restrictions, so there is no other option so far. -As you know, when you shares a PowerApp you must grant access to the users to the back end SharePoint list. -If a "curious" user achieves to know where the PowerApp data is, they can go there and edit it, which is dangerous whether your solution is an approval app or you app contains confidential information. Thank you.

[@DanielChristian19]

Hey May, There are a few ways you can stop users from editing the list directly. 1) Remove the table edit option from the list. You do that in the advanced settings. 2) Filter the view such that they can see their own items only. 3) Finally update the default form so that it only shows a screen that has a link to the main power app. To take it one step further, create a secondary list that is a clone of the primary one. The app is connected to the primary one. Once data is submitted as a new item, a flow is triggered that will copy the data to the second and delete it from the first. This is for a one-time entry type of situation. Hope this helps and keep powerapping!

[@johndecastro6685]

Hi Daniel, I am a Fan, Your work and examples are tremendously helpful for me as a first timer in PowerApps, I am playing and creating a workflow in my power apps with your videos guidance. however, I do not know if I miss some of your videos in your list but there are things I want to know if its possible the feature below: 1st, Printable form using power apps (or saved as pdf), how? 2nd, Is there a way to create a tracking of a reoccurring event in power apps using SharePoint list as the data source? how? your answers will be superb.

[@DanielChristian19]

Hey John, Thanks for the compliment and glad to hear you have started leveraging Power Apps. About creating PDF, take a look at my friend, Shane Young's video kzbin.info/www/bejne/aKPJcoSbZtB-bq8 I would recommend using Power Automate flows for recurring events. You can leverage the SP list for that as well.

[@johndecastro6685]

@@DanielChristian19 Thanks, I will look for that.

[@madhurishirsat491]

Thank you for such a great content! If my data source is an 'Azure sql db' and app created by using this source is embedded on SharePoint. Can I still able to assign permissions through sharepoint as shown in video? How to achieve the same in my case?

[@DanielChristian19]

Hi Madhuri, Your users will need the read/write access to the SQL table(s).

[@ResponsibleXI]

Wonderful Video, Daniel. For the List column with unique values, once the column is created can we go back to advanced settings and change the settings back to "Read items only created by the user". Does it work that way?

[@DanielChristian19]

Thanks for the compliment Ramesh. With a unique value column, you have to select the read all items option.

[@mblherry]

How would you allow their supervisor to view their items for approval?

[@DanielChristian19]

Hey Marlon, The quick fix would be to give your supervisor site collection admin level access. They by default to see all the items.