cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Nyk
Helper I
Helper I

Prevent Users from being able to edit SP list and view of list

I made a SP list named "Employee Info" where sensitive information about employees are stored. I currently have modified the view so that the list only shows info that pertains to the user's name. I also have another SP list which will be used to store information relating to employee leave requests. I have the view of this list showing only requests that have been modified/created by the user. However, I know that alone cannot stop the user from looking at another employee's information or leave requests because they can simply click the view tab and change what the list is showing. Is there a way to not allow the user to change or edit the view of the SP lists?

Also, is there a way to not allow users to be able to edit the SP lists?

Thank you so much!

2 ACCEPTED SOLUTIONS

Accepted Solutions
RandyHayes
Super User
Super User

@Nyk 

There is no real good way to restrict access like this in SharePoint.  Although you might find ways to hide items, views, etc, the fact is the user still has to be able to read information in order to use it.  So, there is nothing that stops them from getting to all the data.

You can, within SharePoint implement item level security.  But you're only parameters are to allow users to see all, or only the items they create.

 

Here is how we slice that issue a bit...

We create separate lists to hold sensitive information.  We typically use Groups in Office 365, so they give us a place to "organize" lists by roles.  

So, in the case of employees...we will have a "general company-wide" list that will have any and all information that is not sensitive.  Any user can read and access as needed.

Then we have a separate HR (for example) site and separate list on that site to have sensitive information.  Only HR users can access that information.

In the App, we check the group membership of the user.  If they are in the HR group, then we connect the data from both lists via a common field (usually employee ID).

 

Just a thought and sample of how we've hacked that...

I hope it is helpful for you.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

View solution in original post

@Nyk 

Well, you certainly can set the SharePoint list to allow users to only see their created items.  But, I don't believe that is what you want.  I believe you are wanting them to see only their corresponding record.  That ability does not exist.

As for the wrench in the works - yes, that is a potential when trying to hide and mask data.  I should have been clearer that as we separate the lists and permissions, we also have different apps for those roles.  So, the HR dept has an App and the general employees have an app.  When we check (say in the general app), if a user has HR permission (are in that group), then we enable the ability for them to click on items that will launch them into the HR app.  Its is not necessarily that all the datasources are in one app.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

View solution in original post

5 REPLIES 5
RandyHayes
Super User
Super User

@Nyk 

There is no real good way to restrict access like this in SharePoint.  Although you might find ways to hide items, views, etc, the fact is the user still has to be able to read information in order to use it.  So, there is nothing that stops them from getting to all the data.

You can, within SharePoint implement item level security.  But you're only parameters are to allow users to see all, or only the items they create.

 

Here is how we slice that issue a bit...

We create separate lists to hold sensitive information.  We typically use Groups in Office 365, so they give us a place to "organize" lists by roles.  

So, in the case of employees...we will have a "general company-wide" list that will have any and all information that is not sensitive.  Any user can read and access as needed.

Then we have a separate HR (for example) site and separate list on that site to have sensitive information.  Only HR users can access that information.

In the App, we check the group membership of the user.  If they are in the HR group, then we connect the data from both lists via a common field (usually employee ID).

 

Just a thought and sample of how we've hacked that...

I hope it is helpful for you.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

I probably should have mentioned this earlier, but I am using these lists for PowerApps, so I was thinking that If I were able to find a way to technically have the list there, but only let the user see their own data, it would work out. If I made a separate site with information only for HR (for example) that only allowed them to have access to it, wouldn't that throw a wrench into PowerApps? I know they are finnicky about that.

@Nyk 

Well, you certainly can set the SharePoint list to allow users to only see their created items.  But, I don't believe that is what you want.  I believe you are wanting them to see only their corresponding record.  That ability does not exist.

As for the wrench in the works - yes, that is a potential when trying to hide and mask data.  I should have been clearer that as we separate the lists and permissions, we also have different apps for those roles.  So, the HR dept has an App and the general employees have an app.  When we check (say in the general app), if a user has HR permission (are in that group), then we enable the ability for them to click on items that will launch them into the HR app.  Its is not necessarily that all the datasources are in one app.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

That is something that I haven't tried yet, but am about to look into. I haven't really looked at making separate apps, but that certainly does make sense. Thank you!

AlanCruz
Frequent Visitor

Hello @Nyk , Maybe I have a solution to your problem.

 

I don't know if this solution would work for you, but for me it solved my problem.

 

You can create a permission level in which you give the user access to create, edit and, if necessary, delete a record, but they will not be able to see the list directly.

If someone tries to access the list, they will receive a message informing them that they do not have access, but if they try to access it through power apps, they will be able to, if they have the permissions, add, edit and delete.

And in power apps it is easier to display only the information relevant to the user viewing the record.

 

To do this, create a permission level, select the permissions that the user can have and do not check the View Application Pages option.

AlanCruz_0-1702070122246.png

 

However, I have not tested whether, if someone tries to access the list via Power Bi, Excel, Dataflow using Power Query, it will be able to return the data.

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders     UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!  

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Top Solution Authors
Top Kudoed Authors
Users online (4,713)