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DMM2021CRH
Regular Visitor

Restrict access to view in sharepoint list

I have a master list of all items,  I have filtered views for a specific group within our organization.  What is the best way to share the view of the master list of items without allowing the end user from that group to change the filter view?  I have researched all these topics none seem to quite fit- please be kind, first time poster lol.  

 

One group will be entering data for all groups. 

The groups will be accessing their data with limited  permissions.  

 

Group permissions-  grant access permissions.  This involves the entire list itself not a specific filter but it does allow me to set up what they can and can not do so that's a plus

URL Parameters- I think I went down a rabbit hole with this one.  

WebPart Page-  Im a newbie so I considered a webpart page might also be an option but the layout configuration was not straightforward.  

FLOW- we worked on writing the data to a new list in their SP page but with all of our clients that might not be the best solution. 

 

Any help would be appreciated as this is a huge project with a short timeline If I get one to work I can duplicate it

 

 

10 REPLIES 10
StalinPonnusamy
Super User
Super User

Hi @DMM2021CRH

 

I suggest posting your question on the SharePoint forum as well.

Pstork1
Most Valuable Professional
Most Valuable Professional

SharePoint and Power Apps really aren't designed to work this way.

 

1) Power Apps doesn't know anything about SharePoint views.  So you would need to build whatever logic you want into the Power App itself.

2) To work with a SharePoint list user's need to have access to the SharePoint list.  So even if you build the Power App to filter the list in a specific way the user would still have access to all the items in the list if they access the list through SharePoint.

3) A Web part could filter the items displayed from the list, but it has the same limitations as #2 since the user would need access to the list itself for the Web part to work.

4) User's can create their own views in a SharePoint list, so even if you find a way to limit what people can see in a view you can't keep them from creating their own view that includes everything

5) You could use different lists and save the information to the correct list based on the user.  But this would be cumbersome and wouldn't scale well for more than a couple users.

6) A flow to save data to different lists based on the user would suffer from the same issues as #5.  It won't scale.

 

Your only real option is to use item level permissions to limit access to individual records.  That will require a flow to set the item level permissions via an HTTP REST call and there are limits to how big that will scale. The other option is to use a true database that supports views and permissions in Power Apps, like Dataverse.  But that has license cost implications.



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David-
Solution Sage
Solution Sage

To restrict access to views in modern SharePoint online, you would need to do four things:

  1. Create a new permission group with the option "Manage Personal Views - Create, change, and delete personal views and lists" unchecked.
  2. Break permission inheritance on the list and assign this permission level to everyone who you want to restrict which views they can see.
  3. In the list, only create views that you want everyone to have access.
  4. For views where you want to restrict access, go to the site's pages library and add a new web part page and then add the list to the page. Edit the current view in the list web part and set it up how you want. Then in the Advanced section under Target Audiences, choose the people or groups who should be able to see the view.

Note that the page you create will be a "classic" SharePoint page and not a modern one. If you want to be extra sure that they cannot see these views, you can also turn on audience targeting on the site pages library and set the target audience of the pages you create. This way the people who you do not want to access the view will not even be able to see the page. If you don't do this, they can open the page but the list you added to the page will not be visible.

Pstork1
Most Valuable Professional
Most Valuable Professional

@David- Everything you said is true.  The problem is that none of it applies to Power Apps.  Power Apps does not honor the views on a SharePoint list.  It sees the entire list no matter what views have been created.  So yes, you can find a way to limit what fields show in Public views in SharePoint, but any user who has access to the list can create their own Power App and see all the columns. 



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I forgot which forum I was in 😀

EspieMar
New Member

Look at this video by Reza Dorani I believe it is what you are looking for https://youtu.be/J-hMMXrKMVE 

Anonymous
Not applicable

Love this! I think it solves a problem I have. 

 

However, when you say "the page you create will be classic view" does this mean I can't switch it back to modern?

Anonymous
Not applicable

OK, trying to apply this. I think I follow until step 4

"For views where you want to restrict access, go to the site's pages library and add a new web part page and then add the list to the page. Edit the current view in the list web part and set it up how you want. Then in the Advanced section under Target Audiences, choose the people or groups who should be able to see the view"

I don't get the red but, the advanced section of what? I can't find a target audience option anywhere

Correct, the web part pages are classic pages, and cannot be upgraded to modern SharePoint. You would need to create a modern page down the road and add the list view to it, but then the view needs to be a public so you can add it to a modern page. 

 

These classic pages with restricted views has worked for the most part for me as it keeps your average person from seeing everything. If you really don't want people getting to things, then you'll need to go down the road of setting unique permissions like @Pstork1 posted, which has its own set of challenges. 

 

I know some of the developers in my company have two SharePoint sites for solutions. One site is for submitting the request. Once it is submitted, Power Automate creates an item on another site and deletes the original from the site it was submitted on. And then all processing occurs on the copy. This isn't something I have had to resort to, because then the users get upset because they cannot see their items any longer and have to rely on the updates integrated with the workflow process.

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