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gstaneaton
New Member

Permission Based Columns in Two Separate Lists

Hello, 

 

I am trying to mimic a permissions based column approach in Sharepoint lists. I want a user to submit a test request, and fill out only fields that he has control over, like when the samples will be ready, what business unit he is a part of, etc. I then want him to be able to see another list but not edit it. This list would be almost identical, but he would be able to see things that I don't want him to change, like who the test engineer working on his request is, what the status of the request is, etc. Is there a way I can do this with power automate? My thought was something like the following workflow. Let's call the first list (the one that requestor is using) My Requests, and the second list All Requests. I would like it so that the user can only see his requests in My Requests, but everybody's requests in All Requests.

 

Trigger flow when new item is created in my requests.

Fill almost all info (~90%) from My Requests into the All Requests list.

Maybe a day later, when the manager gets to it, fill in remaining important info in all requests list.

If there is a change to the My Requests entry, automatically updated in All Requests list.

 

I can do most of this. The tricky part is, is it possible for me to take this info from all requests that the manager eventually enters, and have this re-populate in empty fields in the My Requests List?

4 REPLIES 4
takolota
Multi Super User
Multi Super User

@gstaneaton 

 

Yes.

A while back I would use custom SharePoint Power Apps forms & child flows between 2 lists for this, and that will work fine. But let me ask a few questions 1st to see if there is an even simpler way.

 

-Is there a different channel like Power App, Teams channel, Outlook email, SharePoint department or organization page, etc where your users may prefer to submit new requests?

 

-Does your organization have a user group like “AllUsers” or “Everyone except external users” or a different user group that contains all the accounts that may use this request system?

 

If the answer to those questions are yes…

I recently found the functionality where you can set what account runs each flow and you may be able to use this to condense all this to a single list where some users can only edit certain columns.

 

Watch this video to see how to trigger a flow for a selected SharePoint item: https://youtu.be/2Hp9CTd8zQU

 

And read this document on flow run permissions: https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/manage-list-fl...

 

Now you should be able to create a Power Apps form or an adaptive card for creating new requests. That App or card can be incorporated into a SharePoint page, Teams channel, bot, App link, etc.

And instead of connecting it directly to the SharePoint list, you can just create the form fields and have the submit button activate a flow.

That flow will have all the input fields as input variables on the PowerApps (V2) trigger. And it will just copy all those inputs to the SharePoint list.

On that create new record flow, you can set the Run-Only Users settings on the main/details screen & invite your All Users user group and set all the Connections Used settings to use your connections (so it will run the actions under your account, not theirs).

 

Then users with read-only permissions should still be able to click hyperlinks in list items. So you could try using what Reza mentioned in the For a selected item video to create item edit links that bring up an input menu where users can enter new values. Then those will activate an Update item flow that copies the input values to the list through your account connections in the run-only settings.

But, if you want the current list item values to show up or if you want to restrict users to editing only their items, then you will instead need to create a custom Power App form for the list, go to the app screen for view-only users, create editable fields that pull default values from the view-only list fields, and set up a similar submit button flow to the one previously described for creating new records. But this will be an Update items flow as described for the list hyperlinks option.

 

That may allow you to give column-level editing permissions without going through the trouble of syncing 2 lists.

 

Hey @takolota, the problem with this is that sometimes users need to change their entry.

@gstaneaton 

 

Yes, by creating a flow with user inputs & an Update item action, users could overwrite parts of their previous entries.

Or if they need to also see their previous entries in the menu while overwriting them, then they will need a custom Power App form in the list.

takolota
Multi Super User
Multi Super User

This new video from Reza may be very helpful.

https://youtu.be/ts-ggDAy7IQ

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