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stevegeall
Advocate III
Advocate III

How to hide SharePoint sites/lists from PowerApp Editor

Hi all,

 

Does anyone know if there is a way to stop someone being able to see certain SharePoint sites when adding a new datasource in the PowerApps editor? But still have limited read/edit access to certain lists that they can access via the published PowerApp?

 

I have a case where there is a PowerApp that displays certain rows from a SharePoint list as long as the current PowerApp user is listed in the "Permission" column. This works fine and they can't access the SharePoint site via the URL ... BUT ... if they create a new PowerApp and add the same SharePoint site as the datasource then they can freely add any of the lists and view -all- the rows in a gallery because they can set the filtering themselves (i.e. no filtering = see everything, even rows they shouldn't have permission to).

 

I can't use "only see items you have created" because I want people's managers to be able to see the items that their staff may add. And I can't add the managers as owners to the site because I don't want managers to see items that other department's staff. may have added.

 

The permission is working fine at the moment apart from this one backdoor where any person could create a dummy PowerApp, add a datasource to the SharePoint list if they know the URL, and view -all- the items using a gallery.

 

If anyone has any ideas, that'd be great!

 

Cheers!

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-albai-msft
Community Support
Community Support

Hi @stevegeall ,

Currently, based on your requirement, I can only think of to "use Flow to edit the Item-level permission" as you mentioned.

 

Besides, since I don't know your actual data structure and department structure, I would suggest you think of below points(all points are based on "only see items you have created" setting😞

1. You have mentioned that you cannot grant the managers owner permission of site, then can you grant them permission of each list? Do you have only one list for all your stuffs or have more lists for different departments to add new items?

2. If you have different lists for different departments, directly grant managers Owner permission of each list would be easier.

3. If you just have one list and all the stuffs will submit their requests into this list, maybe you can create more folders for different departments. Then set different permission for these folders, and use Flow to move new items to the specified folder. 

Above are just a few ideas, the final solution depends on your actual situation.

Best regards,

Allen

View solution in original post

5 REPLIES 5
stevegeall
Advocate III
Advocate III

What I can think of at the moment, is to trigger a PowerAutomate flow when any item is added to the list and have the flow break the permission inheritance at the item level and then add the list of people who need to have access to that particular item.

v-albai-msft
Community Support
Community Support

Hi @stevegeall ,

Currently, based on your requirement, I can only think of to "use Flow to edit the Item-level permission" as you mentioned.

 

Besides, since I don't know your actual data structure and department structure, I would suggest you think of below points(all points are based on "only see items you have created" setting😞

1. You have mentioned that you cannot grant the managers owner permission of site, then can you grant them permission of each list? Do you have only one list for all your stuffs or have more lists for different departments to add new items?

2. If you have different lists for different departments, directly grant managers Owner permission of each list would be easier.

3. If you just have one list and all the stuffs will submit their requests into this list, maybe you can create more folders for different departments. Then set different permission for these folders, and use Flow to move new items to the specified folder. 

Above are just a few ideas, the final solution depends on your actual situation.

Best regards,

Allen

Thanks for those ideas, Allen!

 

Unfortunately, to cover for departments being added/removed I couldn't create separate lists for each. Folders within a list sounds interesting and is something I haven't done before; I'll look into that. I think using a PowerAutomate flow to break the permission inheritance per item and add only the people that require access will be the way to go.

 

Cheers, always good to have someone else's feedback!

Steve.

Ah! here we go, from only a month ago - perfect timing: (2) Power Apps SharePoint List Security with Folders - YouTube

Hi @stevegeall ,

This is exactly the video I referred to during my previous test.

I just provide my thought in my first reply so I did not attach this link😁

Hope you can get more of your needs from this video. 

Best regards,

Allen

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