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

That's actually a good idea. I'm gonna give it a try, Good job.

Hi Adam,

 

Thanks for this, it seems to be working well for me, have you had any issues since using this approach?

 

Have been looking for a way to secure the sharepoint lists in case anyone stumbles across them so thanks again

 

Regards

Ryan

Hi,

 

I have use the sharepoint list as a datasource to store the file attachments from powerapps.

I need to give the access for the users to download and upload the file attachments from powerapps only. but they should not access the sharepoint list URL.

I have tried your steps. but it wont works for me. do you any other solution??

 

 

Thanks in advance,

 

Anonymous
Not applicable

@Adam_116 : Thanks for the solution. 

 

For point 5: "For the concerned lists give the Visitors user group Contribute access to the the list.", I don't see any option on Sharepoint to change the Permission level of Visitors group from Read to Contribute. Could you pls let me know how to do that?

 

Thanks!

This is awesome @Adam_116 , I've done some basic tests (single lines of text column data and uploading attachments) and it works well. I re-wrote your guide so I can use it later, just a bit more verbose, hope you don't mind...

 

Hiding SharePoint lists that are used as datasources in PowerApps.

 

Do you have a PowerApp that uses SharePoint lists as datasources, and you don't want the users of the PowerApp to be able to view the SharePoint site/lists?


This sets up the SharePoint site/lists so that the PowerApp users can't view the SharePoint site or lists, but they can still perform read/add/edit functions from within the PowerApp.
(You need to be an owner of the SharePoint site to do this, not just a member).

 

1) Modify the 'Read' permissions level for the site.

  • Cog - Site Permissions
  • Advanced Permission settings
  • Ribbon - Permission levels
  • Read
  • Uncheck EVERYTHING except...
    a) SITE PERMISSIONS: "Open - Allows users to open a Web site, list, or folder in order to access items inside that container."

* this means any group or person with read access won't have access to anything (site, pages, libraries, lists ... everything)

 

2) Modify the 'Contribute' permissions level for the site.

  • Cog - Site Permissions
  • Advanced Permission settings
  • Ribbon - Permission levels
  • Contribute
  • Uncheck EVERYTHING except...
    a) LIST PERMISSIONS: "View Items - View items in lists and documents in document libraries."
    b) LIST PERMISSIONS: "Edit Items - Edit items in lists, edit documents in document libraries, and customize Web Part Pages in document libraries."
    c) LIST PERMISSIONS: "Add Items - Add items to lists and add documents to document libraries."
    d) SITE PERMISSIONS: "Open - Allows users to open a Web site, list, or folder in order to access items inside that container." (might have automatically been selected from the list selections)
    e) SITE PERMISSIONS: "View Pages - View pages in a Web site." (might have automatically been selected from the list selections)

* sets the Contribute permission level so that it allows reading/adding/editing list items

 

3) Stop inheriting permissions on the lists used by the PowerApp

  • Go to list/s
  • Cog - List Settings
  • Permissions for this list
  • Ribbon - Stop Inheriting Permissions - OK

* so we can set special permissions for the lists used by the PowerApp

 

4) For the concerned lists change the Visitors user group access from Read to Contribute access.

  • Go to list/s
  • Cog - List Settings
  • SiteName Visitors - check the checkbox
  • Ribbon - Edit User Permissions
  • Uncheck Read
  • Check Contribute

* sets up the Visitors user group to be the group we put the PowerApp users in. This group now has special access to the required list/s, but still only has read access to the rest of the site.

 

5) Add the PowerApp users to the 'Site Visitors' group

  • Cog - Site Permissions
  • Advanced Permission settings
  • SiteName Visitors
  • Add people

* these are the people who will have the ability to read/add/edit list items (from the PowerApp only!) but if they try and view the SharePoint site or list, they won't have access! Perfect!

 

So finally, we've set up the SharePoint site so any people added to the Visitors group will get read access across the site which we've modified so they won't see any of the site or lists (will be prompted to request access). However, for certain lists (the ones we as PowerApp datasources), the permission inheritance has been broken and we're applying a special (modified) Contribute permission which allows the users to perform the read/add/edit functions when they are in the PowerApp.
Owners and Members (users in the owners [full control] and members [edit] groups) will have the same access they always had.

@Adam_116  @stevegeall thank you both it worked. I created two new permission READ and WRITE instead of updating the default read and contributor permission. Thank you both!

Anonymous
Not applicable

Looking for this solution and landed on this solution - thanks!  One slight difference below:

 

Site owners - should be able to do anything they want (me and 3 others)

Product Mgmt - no direct edit of records in the SP list, only thru the PowerApp.  BUT, this group must be able to view the list and export it to XLS

Other users - no direct edit of records in the SP list, only thru the PowerApp

 

What do I need to do differently to allow for this?  I am very new to SP lists permissions, so apologies if this is a total newbie question, but newbie am I!  

Anonymous
Not applicable

These tweaks work a treat in the SharePoint List and PowerApps, however how do you stop someone from accessing it all through Power BI/Excel?

Anonymous
Not applicable

in case edit rights to creator, creator may temper information

HI Adam,

 

I tired the same thing but users are still able to view and edit sharepoint list via browsing. 

 

can you please give me more information?   have you got any contact details ??

 

Thanks

NIhil

Helpful resources

Announcements

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  

Copilot Cookbook Challenge | Week 1 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

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. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders     Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

May 2024 Community Newsletter

It's time for the May Community 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 and check out the Community on LinkedIn as well! It's the best way to stay up-to-date 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, kudos, and 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, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovusFubarAmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankiMattJimisonragavanrajantimlSudeepGhatakNZrenatoromaoLucas001iAm_ManCatAlexEncodianfernandosilvaOOlashynJmanriqueriosChriddle  BCBuizerExpiscornovus  a33ikBCBuizer  SebSDavid_MA  dpoggermannPstork1     LATEST NEWS   We saw a whole host of amazing announcements at this year's #MSBuild, so we thought we'd share with you a bite sized breakdown of the big news via blogs from Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab, and ✊🏾Justin Graham :   New ways of development with copilots and Microsoft Power PlatformRevolutionize the way you work with Automation and AIPower Apps is making it easier for developers to build with Microsoft Copilot and each otherCopilot in Microsoft Fabric is now generally available in Power BIUnlock new levels of productivity with Microsoft Dataverse and Microsoft Copilot StudioMicrosoft Copilot Studio: Building copilots with agent capabilitiesMicrosoft Power Pages is bringing the new standard in secure, AI-powered capabilities   If you'd like to relive some of the highlights from Microsoft Build 2024, click the image below to watch a great selection of on-demand Keynotes and sessions!         WorkLab Podcast with Charles Lamanna   Check out the latest episode of the WorkLab podcast with CVP of Business Apps and Platforms at Microsoft, Charles Lamanna, as he explains the ever-expanding evolution of Copilot, and how AI is offering new opportunities for business leaders. Grab yourself a coffee and click the image below to take a listen.       Event Recap: European Collaboration and Cloud Summits 2024   Click the image below to read a great recap by Mark Kashman about the recent European Collaboration Summit and European Cloud Summit held in Germany during May 2024. Great work everybody!       UPCOMING EVENTS European Power Platform Conference - SOLD OUT! Congrats to everyone who managed to grab a ticket for the now SOLD OUT European Power Platform Conference, which takes place in beautiful Brussels, Belgium, on 11-13th June. With a great keynote planned from Ryan Cunningham and Sangya Singh, plus expert sessions from the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Lindsay Shelton, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more, it looks like the E in #EPPC24 stands for Epic!   Click the image below for a full run down of the exciting sessions planned, and remember, you'll need to move quickly for tickets to next year's event!       AI Community Conference - New York - Friday 21st June Check out the AI Community Conference, which takes place at the Microsoft Corporate building on Friday 21st June at 11 Times Square in New York City. Here, you'll have the opportunity to explore the latest trends and breakthroughs in AI technology alongside fellow enthusiasts and experts, with speakers on the day including Arik Kalininsky, Sherry Xu, Xinran Ma, Jared Matfess, Mihail Mateev, Andrei Khaidarov, Ruven Gotz, Nick Brattoli, Amit Vasu, and more. So, whether you're a seasoned professional or just beginning your journey into AI, click the image below to find out more about this exciting NYC event.       TechCon365 & Power Platform Conference - D.C. - August 12-16th ** EARLY BIRD TICKETS END MAY 31ST! ** Today's the perfect time to grab those early bird tickets for the D.C. TechCon365 & PWRCON Conference at the Walter E Washington Center on August 12-16th! Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, Laura Rogers, Microsoft MVP, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe, Amarender Peddamalku, and many more, this is the perfect event for those that want to gain invaluable insights from industry experts. Click the image below to grab your tickets today!         Power Platform Community Conference - Sept. 18-20th 2024 Check out some of the sessions already planned for the Power Platform Community Conference in Las Vegas this September. Holding all the aces we have Kristine Kolodziejski, Lisa Crosbie, Daniel Christian, Dian Taylor, Scott Durow🌈, David Yack, Michael O. and Aiden Kaskela, who will be joining the #MicrosoftCommunity for a series of high-stakes sessions! Click the image below to find out more as we go ALL-IN at #PPCC24!       For more events, click the image below to visit the Community Days website.                                            

Top Solution Authors
Top Kudoed Authors
Users online (3,719)