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Hello I need to create an app for PMO Dept coming from SharePoint list where PMO Dept is the Owner but other Departments  can edit through Powerapp. My list has different departments like sales, Marketing, Customer service. Only PMO can see everything (Owner) but people from other department can only see the item they created but now for leave approval I need to send an approval notification to the head of Sales department , or Head of Marketing department depends on employee's department and then once it is approved then it will go to PMO department. Since only PMO is the owner so only PMO can see everything but Department Manager cant see the item as it has Item level security that only person who created the item can see that or PMO who is the owner can see full list. What can I do?

Advocate IV
Advocate IV

I suggest you use Power Automate to send the Approvals. When Approved another flow should update the SP List.

Frequent Visitor

So Just to be on same you need to create approval system where new request or new record can be seen only by the PMO [Owner] or the person who has created this request from different department.

What i can suggest is use Power Automate to send link for approval and use item level permission inside your flow for maintaining the view permission of particular request 

Step 1 : When Item gets created give read to creator or PMO and Approval Manager 

Step 2 : Send Approval link to Manger for approval

Step 3:  Once Approved remove permission of Manager and Add PMO for final Approval

Step 4 : Once All approval is completed : You keep who can view the record or remove who can't

Power Automate Is the way to go .....


Advocate IV
Advocate IV

Yes or you can also use Power Automate Approvals or Adaptive Cards. That way the Approver never needs to go to the App. The Power automate can update the SharePoint List with aprrovals.

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