cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
AnnaBrodnicki
Advocate II
Advocate II

Prevent people from accessing SharePoint list that the PowerApp is connected to

I'm building a marketing studio time request app that doesn't contain personal information but business sensitive information from the point of view that we don't want people to see other people's submissions due to the inernal politics that might result from it.

 

I am setting up the powerapp so that staff can submit their time requests and then can go back into the app and view/edit their own submissions only using a formula based on user.  The data source is a SharePoint list.  I understand that in order to add/edit from the PowerApp they need to have the relevant permissions for list in SharePoint.  

 

So the PowerApp will act as the front end for the submissions and the SharePoint list will act as the back end for the team processing the submissions.

 

I don't want people in the organisation to be able to access the SharePoint list and view other people's submissions/list items or have the ability to edit other people's submissions/list items.

 

I could hide the SharePoint list as much as I can by not having it on navigations etc and even create a default view that contains bare minimum info in case someone does navigate there but I feel it's still open to being discovered and information viewed.  This is a worry for any future apps that I might create that contain personal data or business sensitive information.

 

Does anyone have any suggestions about the best way to control this and prevent people from accessing the Sharepoint list that the PowerApp is connected to? 

 

Thanks,

 

Anna

50 REPLIES 50

Hi @stevegeall , it's working now. I think my original sharepoint site must've had all sorts of other permissions to lists and documents. I decided not to trace through and just created a brand new site and some new lists. Used the exact same steps and the access control to site and lists work fine now. Thanks very much for your help!

@stevegeall do you know if it prevents users from creating PowerBI reports of the list when you set things up this way?

NickiPT
Helper II
Helper II

I had trouble getting this to work properly on my existing site that had a couple other projects on it but based on another commenter’s suggestion I created a new site with the permissions levels as described... Then I created a simple test list and then created a PowerApp from that. It worked!

 

Next I added a data connection to another list and created a drop down that pulled values from it. I ended up giving that list the same special Contribute permissions in order for my tester to be able to see the values (the special Read permissions weren’t sufficient).

 

Then I added connectors for Office 365 Outlook and Office 365 Users; I didn’t actually use those in any formulas but the connectors were there and my tester didn’t have any issues. 

 

So as long as I don’t share the URL of the list then no one would know what to create a PowerBI report from! Seems like this could be our solution that allows us to hide data without having to resort to item-level permissions within the list!!

Anonymous
Not applicable

Hello @stevegeall  & @Adam_116 ,

 

Firstly thanks to both of you for the best solution , for power apps users with these custom permissions on sharepoint lists.

 

So, have tried this with my sharepoint list & site too , it's working as expected , users not able to see the list, but as we have unchecked few features for both READ & CONTRIBUTE permissions & allowed only few, will this anytime effect in future the working of sharepoint lists or in power apps if we use few fields from sharepoint lists, will there be any issues ahead ?

 

Also as you mentioned about "After stopping the inheritance of permissions on a particular list, and setting the custom permissions level, you may also see a greyed out "Limited Access" permission level. This isn't correct". So even I have seen this on too in lists , sites , so even I didn't see any harm not touching this of limited access as it's by default. So what you say ? will it be better to do the process you mentioned by removing & adding again or is it fine keeping it in the same way?

 

Kindly look into this it would be really helpful & most needed answer please. Thanks in advance.

Anonymous
Not applicable

Hi @stevegeall & @Adam_116 , Awaiting for your response. Kindly anyone among you reply to this please.

R58395
Advocate II
Advocate II

This would be the most ideal solution (@Microsoft - please implement this)

 

Instead of the typical Read, Contribute permissions we would normally assign people on the SP List, if custom permissions can be made called

 

Read (through PowerApps)

Contribute (through PowerApps)

 

which are just like the regular versions, but it means the access only works from a PowerApps interface. If the user tries to access the data from a SP List interface directly or REST API for example, then it's as if they have no permission at all.

 

This also solves the auditing problem since when they make changes to items from powerapps, their current user account will be tracked not some generic service account.

CCLam
Frequent Visitor

Hi everyone,

 

I implemented the solution by Adam_116 and stevegeall by following the steps exactly.

However my user who is placed in the Site Visitors group is still unable to see anything in the gallery in Power Apps which is supposed to contain the items from the concerned list.

 

My user got this error message:
You don't have permission to view this data. Server Response: <ListName> failed: Something went wrong

 

Did anyone encounter this issue? Not exactly sure what went wrong. I have checked the settings and confirmed I have followed exactly all the steps that are given in this solution.

 

Another thing I noticed is that the site still only contains 1 member (myself), when I have already added my user into the "Site visitors" group.

1member.jpg

If I go into the Cog > Site Permissions, you can see "Site visitors" group contains my user with Read access.

permissions.jpg

Have I missed out anything here?

Should the member count in my first picture be 2 instead of just 1? Is that why my user is still unable to see anything in the gallery of the concerned list in Power Apps?

 

Appreciate if anyone could help with this issue. Thank you!

 

That looks smart, but I'd ask, what prevents someone within the organisation from making their own PowerApp to access this data? From what I can see there isn't anything restricting the user from gaining full access through any and eveery powerApp, and you can't prevent people from making their own, or even if you could (Mayme I missed that) you may not want to...

Easy, if Microsoft makes a new permission solution to only allow powerapps access, then they can add a feature for "allowed powerapps", where the admins can put in a list of powerapps either by selecting it from a picker or by ID.

anon23u9412
Frequent Visitor

Hi All,

 

Could you use Power Automate to set the permissions of new items to get around this issue?

 

See here:

 

https://steveknutson.blog/2021/12/10/setting-sharepoint-permissions-with-power-automate/

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly New User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages  

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!         Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Top Solution Authors
Top Kudoed Authors
Users online (4,194)