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Power Platform Community / Forums / Power Apps / How to edit a SharePoi...
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How to edit a SharePoint Lists element with limited access through a Power Apps form

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Posted on by 2

Hello everyone,

I hope you are doing well !

My goal is to create a Sharepoint Lists database that compiles all the annual appraisals in my company, with personalized access based on certain criteria, but I have an issue. 

I've created a list with all my fields, which I've then integrated into Power Apps (first by customizing the forms, then by creating an “independent” application). With my administrator access, I can therefore add a new item and modify items already entered, thanks to the Power Apps form.

I'd like the appraisals to be visible and editable by each employee's supervisor. But I don't want all managers to be able to see all the appraisals, only those of their supervisees.

To achieve this, I've shared access to the element with the person concerned, as well as access to the Power Apps application with the form. When she goes to the list, she sees only the item she is authorized to see, and can modify it in grid mode. However, she can't modify it from the form because “she wouldn't have access”.

As a test, I've transferred the authorizations for the whole list to her, and she can add and modify items.

How can I ensure that she can only modify the items to which she has been granted access (because she was enrolled as supervisor within the form for instance) from the Power Apps form?

I hope I've made myself clear.

Thank you very much!

 

PS : I am new to Power Apps, I hope I chose the right categories ;) 

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I have the same question (0)
  • SaiRT14 Profile Picture
    1,990 Super User 2025 Season 2 on at
     
    In the Power Apps form, you can use the User().Email function to get the current user's email address. Then, filter the records
    Filter('Appraisal List', Supervisor.Email = User().Email)
     
    use Power Automate to automate the process of setting item-level permissions when new items are created or updated. This can be done by using the BreakRoleInheritance method and assigning appropriate permissions (e.g., read/edit) based on the supervisor assigned to the appraisal.
     
    thanks
     
  • EM-22011615-0 Profile Picture
    2 on at
    Hi SaiRT14, 
     
    Thanks for your answer. 
     
    I managed to implement the BreakRoleInheritance method to assign permissions and it seems to work but it does not fix my problem.
    Even through the supervisor have a full ownership of the item like I do, when she tries to edit the item, she's required to ask for an access to the Power Apps form I created. And when she does, I don't receive a request email. 
     
    I don't really know where do the problem come from. 
     
    Thanks ! 

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