Grant ITEM LEVEL Permissions on a SharePoint List ITEM with Power Automate

[@thejodestar1]

Great video! Solved a problem I had

[@acreativeopinion]

Thank you for watching! Glad it helped.

[@muhammedirshaad]

Is there a way to do this for Libraries?

[@hamed12345100]

again great video, i let the user to edit in the grant premission, how can i let the user add items to the list? with only seeing his own items? thanks :D

[@EpicTriffid]

Amazingly helpful video! My question is what happens to an individual going to the list for the first time (i.e. they don't have any items with their name in yet)? I followed the video and removed the overall user group, so I'm wondering if when they go in, and they don't have the individual access to any items, will the list load at all for them, or will it give an access error?

[@acreativeopinion]

Thanks for watching! SP permissions are inherited. If a user doesn't have permissions to the list itself, they will not have permissions to view the list until they have been granted permissions to an item. You can grant all users access to the list which means that any items created will be visible and/or editable (depending on the permissions granted) until you remove them. It's totally up to how you want to manage your list. Hope this helps.

[@brophy1443]

Once again, a brilliant video and just what the community and I need. I have a sharepoint list with a column named Facilitators. It is a Person column type with multiple selection enabled. How do I go about setting view permissions for the facilitators to only view items that have them selected in the Facilitator column? When I try the same method and choose the facilitators column, I get the following error message: The execution of template action 'Apply_to_each_2' failed: the result of the evaluation of 'foreach' expression '@items('Apply_to_each')' is of type 'Object'. The result must be a valid array. Thanks in advance.

[@acreativeopinion]

Thank you for the compliment and thanks for watching! To grant more than one person access, you need to insert a string of email addresses separated by a semi-colon. To do this you'll need to do the following: - Add a SELECT action to the Apply to Each action. In the From field, select the Column dynamic content (in your case Facilitators). Tip: When you do this, it will throw the select action within an Apply to Each action (not necessary-please pull the Select action out of it and delete that extra Apply to Each action) - For the Map field, click on the icon to the right to change it from key value to map mode. This is where you'll insert the Column Email dynamic content (in your case Facilitators Email) - Add a JOIN action and insert the outputs from the Select action into the From field. Then insert a semi-colon into the Join With field. In the GRANT ACCESS TO AN ITEM OR FOLDER action, add a semi-colon after the user (if you are granting permissions to the user-as I did in my tutorial) add a semi-colon then insert the outputs from the JOIN action after it. However, if you just need to grant access to the facilitators, insert the output from the join action into the recipients field (no need for a semi-colon) Hope this helps!

[@amarpreetkaur7443]

Hey can you please share the link of the video of how to create that “assigned to”sheet

[@melfleming6675]

Fabulous!!!

[@Urawa123]

adpt to fix colum allow ?

[@NigelKoolmees]

Great video, I do have a question though. I applied these steps and now all my items based on a specific value are shared with the specific rows. So that works great. The thing is the users can only edit the items, but I cannot seem to find a way for them to add new items to the list? Is the only possibility for them to add new items to share the entire list anyway?

[@feroaxel]

I am facing the same issue. Did you managed to solve it?

[@louisquinet1132]

Hello, thank for your video. It works perfectly, in my list the persons only can edit those where they are assigned as contact. But I would like that they still can add lines. How do I do this? Thanks!

[@acreativeopinion]

Thanks for watching. Permissions on a SP List are hierarchical. You'll have to set the default permissions for the list to allow anyone to add items to it. You'll have to verify if this will change permissions for all items that have unique permissions already granted at the item level. Hope this helps!

[@kenl9995]

Thank you for this video! Exactly what I'm looking for but I hit a few snags along the way. On the part where you edit the permissions set to remove All Staff. I need to restrict view even among my own team in your case employee experience team members. However, when I delete that user group the person losses access to the page. Thoughts?

[@acreativeopinion]

Thanks for watching! When you say "that user group person loses access to the page" do you mean to the list? If you remove the user group, you would have to ensure you are granting those users item level permissions to the item. SP Permissions are inherited. This means that if you grant read permissions (or whatever permissions you grant) at the list level, any new item added will inherit those permissions-unless you break inheritance which is what you do by granting item level permissions. So if you want to remove permissions for your team members, you will need to remove the permission group first (at the list level) then individually grant access to each item you want to grant access to. Hope that helps!

[@kenl9995]

@acreativeopinion It does! Creating a remove permissions step before the grant permissions step was the solution, thank you

[@acreativeopinion]

@@kenl9995 You're welcome!

[@Krzypham_17]

Hi, how about to hide the COMPLETED item lists in SP only visible to 2 users? Hope for your answer pls!

[@acreativeopinion]

Thanks for watching! It's hard to provide specific recommendations without knowing more about your flow. I would recommend posting a screenshot of your flow as well as providing more insights on the Power Automate Community: community.powerplatform.com/forums/thread/?groupid=46ce02a3-e1a7-4176-81fc-d93a4001d287

[@blaschkesita]

Is there any flow to grand access to PowerApps?

[@acreativeopinion]

I think you can use the Edit App Role Assignment action (Power Apps for Makers). I personally haven't used this action before. Hope this helps!

[@CoxFamily-ib6oj]

My SharePoint site does not have a page approval option. Is there a way in power automate to send an email to the admin for approval or denial of the publishing or modification of a site page?

[@CoxFamily-ib6oj]

Also my org will not allow me to build an approval from the Approvals section. When I click it, it says that my org doesn’t allow access. I can create flows because I have several setup but for whatever reason Approvals will not allow me to use it

[@benjaminkorntheuer1494]

Hello, fundamentally this approach works. However, for "secret content," it is absolutely not suitable. In the time delta between the creation of an item and the execution of the flow, there will be, for example, a 3-minute window where anyone who opens the list during this time can see and read the item. From a data protection perspective, this is unacceptable. Even reducing the flow interval to 1 minute still leaves a 1-minute gap, which is too much. I already created a ticket for M365 and had a session with Microsoft, where they confirmed that there is currently no solution for this scenario. Do you perhaps have an alternative solution to address this issue?

[@acreativeopinion]

Thanks for watching. There are definitely other approaches you can look into that would better suit your requirements. A couple suggestions are: - For the easiest approach: Create the item first with just the title, then remove permissions and update the item as well as adjust the permissions - For a more advanced approach: Use the Send an HTTP Request to create your item with the appropriate permissions. Hope this helps!

[@jl1399]

what if you need it to grant permissions based on email addressed from another list?

[@acreativeopinion]

You need a way to connect the two lists. You'll have to use a Get Items action on the list where you are storing your email addresses and link them to whichever item or file you are granting permissions to. To clarify, when I say link. I don't mean an actual link rather how will you tell the automation which user(s) need to have access to what?

[@MaksimChepurko-x3i]

Hi there, After creating a row in the SharePoint list, using Power Automate, I created "Grant access to an item or folder" and set access to a new line of SharePoint List to the user. As a result, the user sees these lines in the SharePoint List, but cannot open them, the system writes "This application opens incorrectly. It looks like you don't have access to this app. Ask its owner to share it with you." Do you know how to fix that?

[@acreativeopinion]

Thanks for watching! Can you pls post a topic in the Microsoft Power Automate Community: powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity. It's really hard to troubleshoot in the YT comments section. Please tag me if you'd like me to be notified when you post. Thx!