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Jrldscrpz Helper I
Helper I

Hide the datas to the users of PowerApp

Good Day,

So I am deploying now my Leave Application that I created. But when I share it, I also need to share my data sources(Which is correct); I am using a sharepoint list. In conclusion, the users of leave application must be part of that sharepoint sharepoint site. My question now is. . 

I read articles that you cannot share your application without sharing the data source. How will I hide the content of my sharepoint list to every users and how will I  restrict them editing the list from the sharepoint list directly?

[This is what I would like to happen] Example: User1 cannot see the leaves of User. They just part of the sharepoint site so that they can access the data but not modify it there. [I can't change the permissions because every user must have a Read, Write, Modify and Delete permission. (Read for reading the datas, write for creating leaves, delete for deleting ther leaves, modify for updating their leave requests) ]

So how will I do this. Thank you very much

1 ACCEPTED SOLUTION

Accepted Solutions
Super User
Super User

Re: Hide the datas to the users of PowerApp

Hello!

 

Yes, you can watch the guide explaining sharepoint inheritance permissions here:
https://www.youtube.com/watch?v=VlNRdCQhe8c

I'm glad to explain as well though as the video might not explain your situation (I only know how to do this task of specifically hiding the lists from the users as I have implemented this within my workplace).

 

 

So you have your sharepoint list stored somewhere, it might be within a Site or a subSite.

 

Usual SharePoint structure will likely be:
Site Collection > Sites > subSites

Now you may have the list stored in your Site level or your subSite level.

 

So the questions you need to ask yourself are:

Can the user navigate to the Site/Subsite where I am storing the list?

Can I remove permissions for all users except for admin/creators/powerusers for a section above the list?

 

So you could, for example, remove their access permissions for:
Site Collection > Sites > subSites > List

So, where the list is stored you break the permissions inheritance of the container it is stored in (the subSite), so that they cannot directly navigate to the subSite layer, but you set permissions on the list to say that they can edit and write and read and publish. So the sections highlighted blue above will have Everyone can read/write/edit, but the red will only have permissions for certain users (might be just your IT admins in your case).

 

Alternatively you could break it at the Site level, however I would suggest sticking to just the subSite to keep the number of broken inheritance permissions low.

 

So let's say your company is called Bob And Dob and you do various services so you call your site collection BobServices, but this site is specifically for Plumbing, you'd have:

http://bobanddob.sharepoint.com/sites/BobServices/Plumbing

 

Then within the subSite Plumbing, you would have your sharepoint list containing all Jobs:
http://bobanddob.sharepoint.com/sites/BobServices/Plumbing/Lists/Jobs.aspx

 

So now you don't want the user to be able to navigate to the Jobs list,
So you set permissions on the Plumbing subSite so that only administrators can read/write/etc,
 - everyone else gets no permissions
Then you set the permissions on the Jobs list so that everyone can read and write
 - (without sending out an invite when setting the permissions!)

The users now have access to the list, however unless they know this entire string:
http://bobanddob.sharepoint.com/sites/BobServices/Plumbing/Lists/Jobs.aspx
.. then they will not be able to access the list. They would have to guess that whole string of characters in order to directly access it.

 

If you have any other specific questions about the understanding ofthis please feel free to ask, others here might have another solution to this, but I found this solution worked well, especially if your subSite names are not so obvious as just 'Plumbing' and are instead things like 'PlumbingDetailsContent' which a user is unlikely to guess through trial and error.

 

Cheers,

@iAm_ManCat


@iAm_ManCat

Please 'Mark as Solution' if someone's post answered your question and always 'Thumbs Up' the posts you like or that helped you!


Thanks!
You and everyone else in the community make it the awesome and welcoming place it is, keep your questions coming and make sure to 'like' anything that makes you 'Appy
Sancho Harker, MVP


View solution in original post

5 REPLIES 5
Super User
Super User

Re: Hide the datas to the users of PowerApp

Hey,

 

So what we've done is at the top level of the SubSite storing the data we've broken inheritance and only given our power users access, then set the permissions on just the actual list to give the users access - this way the users cannot navigate to the site but still have access to the list data through the app.

 

When you add the datasource in the App, it only has a name, so unless the storage location is easy to guess, they will be unlikely to figure out that it's address is

blahblah.sharepoint.com/sites/thisSite/thatSubSite/lists/thisList.aspx

 

Hope this helps,

@iAm_ManCat


@iAm_ManCat

Please 'Mark as Solution' if someone's post answered your question and always 'Thumbs Up' the posts you like or that helped you!


Thanks!
You and everyone else in the community make it the awesome and welcoming place it is, keep your questions coming and make sure to 'like' anything that makes you 'Appy
Sancho Harker, MVP


Jrldscrpz Helper I
Helper I

Re: Hide the datas to the users of PowerApp

Hello,


May you please explain this more in Layman's term. I mean, I'm new to powerapps and Sharepoint so I didn't quite get this. "So what we've done is at the top level of the SubSite storing the data we've broken inheritance and only given our power users access"

Thank youuu!

Jrldscrpz Helper I
Helper I

Re: Hide the datas to the users of PowerApp

Hello Again

If there is a documentation of what you are explaining, or a video tutorial of that may you please link it here? So that I can easily get it?

Thank you very much~

Super User
Super User

Re: Hide the datas to the users of PowerApp

Hello!

 

Yes, you can watch the guide explaining sharepoint inheritance permissions here:
https://www.youtube.com/watch?v=VlNRdCQhe8c

I'm glad to explain as well though as the video might not explain your situation (I only know how to do this task of specifically hiding the lists from the users as I have implemented this within my workplace).

 

 

So you have your sharepoint list stored somewhere, it might be within a Site or a subSite.

 

Usual SharePoint structure will likely be:
Site Collection > Sites > subSites

Now you may have the list stored in your Site level or your subSite level.

 

So the questions you need to ask yourself are:

Can the user navigate to the Site/Subsite where I am storing the list?

Can I remove permissions for all users except for admin/creators/powerusers for a section above the list?

 

So you could, for example, remove their access permissions for:
Site Collection > Sites > subSites > List

So, where the list is stored you break the permissions inheritance of the container it is stored in (the subSite), so that they cannot directly navigate to the subSite layer, but you set permissions on the list to say that they can edit and write and read and publish. So the sections highlighted blue above will have Everyone can read/write/edit, but the red will only have permissions for certain users (might be just your IT admins in your case).

 

Alternatively you could break it at the Site level, however I would suggest sticking to just the subSite to keep the number of broken inheritance permissions low.

 

So let's say your company is called Bob And Dob and you do various services so you call your site collection BobServices, but this site is specifically for Plumbing, you'd have:

http://bobanddob.sharepoint.com/sites/BobServices/Plumbing

 

Then within the subSite Plumbing, you would have your sharepoint list containing all Jobs:
http://bobanddob.sharepoint.com/sites/BobServices/Plumbing/Lists/Jobs.aspx

 

So now you don't want the user to be able to navigate to the Jobs list,
So you set permissions on the Plumbing subSite so that only administrators can read/write/etc,
 - everyone else gets no permissions
Then you set the permissions on the Jobs list so that everyone can read and write
 - (without sending out an invite when setting the permissions!)

The users now have access to the list, however unless they know this entire string:
http://bobanddob.sharepoint.com/sites/BobServices/Plumbing/Lists/Jobs.aspx
.. then they will not be able to access the list. They would have to guess that whole string of characters in order to directly access it.

 

If you have any other specific questions about the understanding ofthis please feel free to ask, others here might have another solution to this, but I found this solution worked well, especially if your subSite names are not so obvious as just 'Plumbing' and are instead things like 'PlumbingDetailsContent' which a user is unlikely to guess through trial and error.

 

Cheers,

@iAm_ManCat


@iAm_ManCat

Please 'Mark as Solution' if someone's post answered your question and always 'Thumbs Up' the posts you like or that helped you!


Thanks!
You and everyone else in the community make it the awesome and welcoming place it is, keep your questions coming and make sure to 'like' anything that makes you 'Appy
Sancho Harker, MVP


View solution in original post

Jrldscrpz Helper I
Helper I

Re: Hide the datas to the users of PowerApp

Thank you for the Ideaa, it worked for me! It's not exactly as you discussed but I mark it as solve so that other developer can also see this and have this I dea.

Thank you very much again.~

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