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separate posting and viewing permissions

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Posted on by LostLamb

SharePoint List
You are in the human resources department.
I want to collect data from all users using Powerapps and save it in a SharePoint list.
But I don't want to show the SharePoint list in the site contents to anyone except the administrator and some related parties.
Is this possible?
Please let me know your opinion.
Thank you.

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Governance & administering

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Jon Unzueta 1,827 Super User 2025 Season 2 on at

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Yes, I think that it is possible to collect data from users using PowerApps and save it in a SharePoint list while restricting access to the list in the site contents. Here’s how you can achieve this:

Create the SharePoint List:

Go to your SharePoint site and create a new list where you want to store the data collected from PowerApps.

Set Permissions on the SharePoint List:

Navigate to the list settings.

Under "Permissions and Management," click on "Permissions for this list."

Stop inheriting permissions from the parent site by clicking on "Stop Inheriting Permissions."

Remove all users except the administrator and any related parties who need access.

Grant appropriate permissions (e.g., Full Control, Edit) to the administrator and related parties.

Create the PowerApp:

Open PowerApps and create a new app.

Connect the app to your SharePoint list by adding a data source.

Design the app to collect the required data from users.

Publish and Share the PowerApp:

Publish the app and share it with the users who need to input data.

Ensure that users have the necessary permissions to use the PowerApp but not to access the SharePoint list directly.

Hide the SharePoint List from Site Contents:

While you cannot completely hide a list from the site contents, you can make it less visible by renaming it to something less obvious or by using a custom view that does not display the list.

Ensure that the list is not included in any navigation menus.

By following these steps, you can ensure that only the administrator and specific related parties have access to the SharePoint list, while users can still submit data through PowerApps.
If the response is helpful to you, a like or mark as the correct solution. thank you so much!

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Regarding this, does anyone have an update on if/when SharePoint Embedding will be available for Power Apps?

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WarrenBelz 153,073 Most Valuable Professional on at

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Hi @LostLamb,

To add to what @Jon_Unzueta has posted, here is a good video from Shane Young on hiding the list. I also have a blog on locking down a list, though this may not be relevant in your case. Lastly, you can also create a custom permission level in SharePoint based on Contribute, but with View Application Pages unchecked and they should not be able to view the list, even if they find the URL.

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