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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:


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:



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



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



For a Employee/User:



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



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


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


(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) 


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.


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: 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.


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