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Helper II
Helper II

Sharing an app with "everyone" while still controlling access

My org is fairly new to the PowerPlatform and MS Cloud/Azure services. While I don't fully understand how it all works, from what I do understand I do not feel we are using it correctly, or at least not efficiently, but thats out of my control so I digress.

 

We have one environment that has multiple organizations and divisions across all 54 states and territories with tens of thousands of users. Although I am the app maker for my division, I do not have admin console rights, I do not have access to the environments dataverse, and the way our org is ran I will never get that access nor do I anticipate every breaking down everything into separate environments for states/divisions, etc.. We are also not set up with ADDS Azure Active Directory Services yet, but should be in the next year. When I create an app, I am creating it for users that have access to my state and my divisions SP site.

 

Our divisions main SP site is accessible by a lot of users and access is approved by a handful of managers. I can not keep track of all adds and removes to our site to be able to keep share permissions for my apps up-to-date, so I have my apps shared with "everyone". You need access to the SP site to find the links for the apps. Only a small portion of our users will have need for my apps and associated data, but our higher leadership wants SP site contents available to everyone, so all lists in the site are easily found. The best way I've been able to think of for securing data and controlling access to my lists is by using a private Team to house them. Technically the data really doesn't need to be secured, but we don't want this particular data available for just everyone. Within my private Team and it's associated SP site I've removed all avenues for someone to navigate and find those lists (save from web address if someone knows the site contents portion). My apps are generally used by the same users so they are added to the Team, but because of the nature of our org sometimes new users need to request access outside of regular business hours or on weekends when no one is around to approve requests. To get around this, I created an additional app and PowerAutomate flow that automatically adds the user to the Team. Once that approval completes they are re-directed to app they need to use. The only way to access that approval app is through a page on the divisions SP site.

 

From the knowledge I have about SP and Teams and how all of this works, this is my best option. You need access to our SP site in order to gain access to the links to my apps. I need to "secure" our lists, and I need the ability for new users to access the apps and data outside of business hours when no one is available to approve their join request. Are there any other ways to better do this?

 

Because we are not using ADDS yet and I don't have ADDS groups I have to share apps with "everyone". Since I share to everyone, is there anyplace that other members of our environment can stumble upon my apps without having access to our divisions SP site? Even if they do somehow find the app, without access to my team they can't access the data, but since I have to share with everyone and I have an app that automatically adds a user to the team I'd like to have a little assurance everything is "locked". I have asked a few users that don't have access to out SP site, and they do not see the apps in the "shared with me" within PowerApps.

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Responsive Resident
Responsive Resident

That was a lot to read, so I apologize in advance if I missed something. At my company, we take the 'everyone' access very seriously. We have an intake process for individuals who request this access. For those who are not approved for 'everyone' access, I usually suggest creating an O365 group that can be added to the SharePoint permissions and to the Power App. On the SharePoint site, break inheritance only on the lists or libraries that you want them to have access to, and make everything else read-only.


If you are still using the 'everyone' access, go to the SharePoint site, break inheritance, lock the site down, and configure the views for the lists to not show all the data. You don't want your company to end up in the news for leaking data.


It is interesting that the people testing the app cannot see it. Sharing the app with 'everyone' is different than sharing it with 'everyone' on a SharePoint site. I would assume that if you shared the app with 'everyone', they would be able to see the app regardless of the SharePoint site's settings. If they can see the app, they will still receive an error for the storage of data on the SharePoint site.

Let me know if you want some consulting.

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