cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Sidhant_02
Post Prodigy
Post Prodigy

Hierarchy based structure and accordingly setting permissions

Hi everyone,
I had a requirement that was related to security access (permission access).  I will provide an example for better understanding:

Example:

User 1 (U1)Team Lead 1Manager 1
User 2 (U2)Team Lead 1Manger 1 (M1)
User 3 (U3)Team Lead 2 (TL2)Manager 2 (M2)

 

 

 

Here User1 and User2 are under TeamLead1 so TeamLead1 should be able to view his/her record along with that they can access the two users records that are under them and similarly Manager1 will be able to access his/her record as well records of TL1, U1,U2.

Manager2 will only be to access TeamLead2 and User3 records and won't be able to access/view other records (that includes U1,U2,TL1,M1) same is the case for Manager1 and TeamLead1.

So as of now what I have done is implemented 2 scenarios which include the Admin side (where they will have the complete control no restriction i.e. Individuals with admin role will be able to access all the records) and the other part is Employee (wherein any employee will only be able to edit/view only those records that they have created, other records will not be accessible).
To achieve this I have made use of Item-level permissions that is provided by SP and selected the following:

Sidhant_02_3-1707982290311.png

 

And to manage the access have created a flow (which won't affect admin access)

Sidhant_02_4-1707982318765.png

 

Current admin view: (As mentioned Admin will be able to access all records)

Sidhant_02_2-1707982270706.png

 

For a Employee/User:

Sidhant_02_0-1707982201278.png

 

So if anyone has any idea's or has implemented it before please do let me know, it will be helpful. 


Regards,
Sidhant.



12 REPLIES 12

Hi @BCBuizer ,
That's what I thought of.  Its working fine now this was a done in a sample application with some sample data to check is it possible to manage permission level at data source level. 
Now I had to implement in my main app which has more than one SP list just to give you a context this application is wherein Employee fill in their details which include personal details, skill details and so on. Currently there is no Azure AD configured at my organization so using inbuilt functions of Microsoft Office 365 connector (DirectV2Reports) is not an option for now, so in sample how I have added a Person column (Manager) similarly I am thinking of adding here, but using the flow we can target permission for one list at a time in the actual app there are around 6-7 lists so in that case how should I configure this custom permission level

Sidhant_02_0-1708583967577.png

(In the above list we have details of employees that have registered in the app)

Sidhant_02_1-1708584131421.png

(This list shows the certifications list of an employee; Here employeeId is nothing but the session ID as every user has a unique session Id associated with them and currently on UI we are filtering it as per the userID {sessionID} so that only certification data associated with a particular user shows up) 

Sidhant_02_2-1708584306268.pngSidhant_02_3-1708584348622.pngSidhant_02_4-1708584411927.png

These are some of the lists that are used in the actual app (and you might observe the common column in this lists is employeeId)

So now if I have to implement the hierarchy like structure at SP list level for these lists how to achieve that. If I add a Manager (Person column) in the User Management list and assign a user for a user  (like Teja has Manager: Shubham, so now Shubham should be able to access all the records that are associated with Teja) 

(Do I need to add a new person column to all these lists ?😶 as that will be harder to maintain as there a lot of records created in the application already)
Need your suggestions for this how to proceed.

Regards,
Sidhant.

BCBuizer
Multi Super User
Multi Super User

Hi @Sidhant_02 ,

 

If your original question is answered, please mark the post(s) that were key to finding the solution as the solution by clicking the "Accept as Solution" button on the relevant posts.

 

For your new question, please start a new topic so the conversation inside of it stays relevant to the initial question which makes it easier for other community members to find. Given that this is actually a topic about Power Automate, I suggest you start the new topic in the Power Automate Community: https://powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity Again, this is to improve chances of other members to benefit from the conversation.



Did you like my post? Please give it a thumbs up! Did I resolve your issue? Please click Accept as Solution to close the topic and so other members of the community can find solutions more easily.

Sure will do, just had posted my reply as it was related to the same requirement with some more additions. I will post this in Power Automate forum as well.

Regards,
Sidhant.

Helpful resources

Announcements

Celebrating the May Super User of the Month: Laurens Martens

  @LaurensM  is an exceptional contributor to the Power Platform Community. Super Users like Laurens inspire others through their example, encouragement, and active participation. We are excited to celebrated Laurens as our Super User of the Month for May 2024.   Consistent Engagement:  He consistently engages with the community by answering forum questions, sharing insights, and providing solutions. Laurens dedication helps other users find answers and overcome challenges.   Community Expertise: As a Super User, Laurens plays a crucial role in maintaining a knowledge sharing environment. Always ensuring a positive experience for everyone.   Leadership: He shares valuable insights on community growth, engagement, and future trends. Their contributions help shape the Power Platform Community.   Congratulations, Laurens Martens, for your outstanding work! Keep inspiring others and making a difference in the community!   Keep up the fantastic work!        

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!      

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Top Solution Authors
Top Kudoed Authors
Users online (2,982)