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Open Powerapps Custom Form (SharePoint) with Item-Level Security



  • I have a custom list in SharePoint (Office 365 Tenant - Modern Teamsite)
  • this list has a custom power apps form
  • Items can have two Status (01 New, 02 Review for All)
  • The SiteCollection has two SharePoint Groups: HR-Users and BR-Users

Everything works fine if both groups should see all elements in every Status and everybody can create new items


Customer Request / and Problem:

  • P1 - BR-Users should not create new Items
  • P2 - BR-Users should only see elements in Status 02 (this is more critical)

When BR-Users have read permission to the list P1 is solved

When HR Users create an Item - BR Users see that Item (P2 = missed).


I used MS Flow to remove read permission for BR-Users -> success, but it takes 5 minutes (This is to long for this security topic)


I have removed BR-Users from List permission. Now, they get Item Persmission when item has achieved "Status 02" via MS Flow.  --> theoretically this has to be the solution

Problem: Now user gets following message:

  • "Sie haben keinen Zugriff auf diese App. Bitten Sie den Besitzer, die App für Sie freizugeben"
  • Permission denied for App


Is there a gab with Item Permission when there is missing list permissions?

Is there anybody who has a solution to hide Items in Status "01.." for BR-Users OOB? 

Continued Contributor
Continued Contributor



That is a tricky situation. I saw a blog post that seemed to maybe have a solution for you, here's the link for it:


It shows how to do role based security or in other words, have certain users be able to do things that other users cannot and vice versa using SharePoint groups.


Hope this helps.


Kind regards,



If this solved the problem for you, feel free to hit "Accept as Solution" so others can find the answer easier. 🙂

Kind regards,

Ben Fetters
Power Apps/Power Automate Developer
Not applicable

Thanks for posting in the community @rschoebel - can you review the above reply and update the thread if it was helpful?


Thank you,



Thank you @BenFetters  but we do not have a problem with security check in PowerApps.


But maybe i can trigger my Flow to set Item-Permission when user clicks on "Next Step". Then i do not have to wait 5 minutes. We have to check in which user-context the flow ist runing - because it should update permission. 
Maybe this workflow startet by the "Next-Step-Button" triggers out Permission Flow.


I hope there will be a way that user can open powerapps custom form although user has only permission on that item and not to the whole list.

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