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Lefty
Power Participant
Power Participant

Setting SPO permissions for PowerApps canvas app

Hi

I've seen this asked many times on here, but all the posts are old and maybe things have changed?!

What is the best way currently of setting SPO permissions for Canvas Apps, of course users require contribute permissions to be able to complete a form, but if the form has multiple approvers, then using the item level permissions on its own is not a valid solution.

I've seen ChinoDoesStuff You tube suggestion of using Power Automate to set the permissions on each item level, but in the comments of that video, someone mentioned J O N L E V E S Q U E has suggested there is a better way, but there was no follow up by this individual as to what Jon has suggested

Here are the issues:

  • User1 completes a form via PAs and has contribute access to the SPO list
  • User2 who also has contribute access to the form and SPO lists, stumbles across the SPO list, they should not be able to see the data in the list - only any items they created (solved by setting item level permissions)
  • Approver1 needs to approve User1 requests, they cant view the item in PAs or SPO due to item level permissions.

ChinoDoesStuffs video helps with that, a lot of steps but works.

  • But what if I have 6 Approvers, each needing to be added to a single record/item via custom item level permissions through  PowerAutomate is the first issue
  • Secondly from the 6 approvers only 3 are correct, the other 3 need to be changed via the PowerApps form, which would need  another flow to trigger and this could need to change again if another approvers are incorrect which could drag on.....

 

Is there a better way of doing this, where the submitted items are only viewable by creator, multiple approvers (these are entered in the form and are never static) ?

 

Thank You

3 REPLIES 3
BrianS
Super User
Super User

I would do a search on security for powerapps and sharepoint. Both Laura Rogers and April Dunham have articles about it. Basically you set a special permission on the list to not allow people to create list views and not have the list show up in searches. Then you create a view that is filtered to show only List ID 0, which will be a blank list.

RezaDorrani
Community Champion
Community Champion

Hi @Lefty , @BrianS 

 

I did a video on checking wether user is part of a SP group in Power Apps.

https://www.youtube.com/watch?v=dIzOAbMjN7g

 

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Reza Dorrani, MVP
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@RezaDorrani 

Thanks

I've had a look at your video, but my requirements are different.

I have a user1 completing section A, they are then able to type in an approvers name, and a head of department name, both these users will need to be given edit access to this 1 item, as opposed to having admins who would be set via your method...

So in my scenario Approver 1 and Head of Dept 1 will not be the same for when User2 submits, and these will not be the same when User2 submits there item.....

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