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Overriding group permissions on a SharePoint list item

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Posted on by danbert1973

I have a SharePoint list which all members of a specific group have 'Contribute' access to by default, i.e. they all need to be able to create new items.

One of the fields in the SharePoint list is a person/group field. If a person's name is selected and the record is saved, then that person should no longer be able to edit that specific item, as it needs approval fields to be completed by another person in the group.

I'm trying to change the permissions on the item by using the action 'Stop sharing an item or file' and then 'Grant access to an item or folder'. What I need to do is to give the group 'Contribute' permissions but override this for the named user above with 'Read' permissions only. I have tried adding a second 'Grant access..' action targeted at the individual, but the 'Read' permission has no effect if they already have 'Contribute' permission via group membership.

I can't work out a way to get the individual permission to override the group permission. Removing them from the group is not really an option as it is used elsewhere.

Is this even possible or will I need to approach this in a different way? The forms have been customised in Powerapps, so a fall back option is to lock down the fields, but that is a very messy and time consuming approach given the number of fields in the form.

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annajhaveri 8,531 Most Valuable Professional on at

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@danbert1973 what you are trying to do is possible, to do this, first you need to break permission on that specific item so that i does not inherit permissions from its parent list, and then assign permission to group and user explicitly on the item, it can be better done using REST API from Send http request to SharePoint action. You can refer to this blog on how to do it https://www.annajhaveri.com/power-automate/set-unique-permissions-for-item-in-sharepoint-using-power-automate/ if you face any issues in this let me know.

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danbert1973 84 on at

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Hi @annajhaveri

Many thanks for your response. I think what you have given me is essentially an alternative method of breaking permissions and managing access, however I think the inbuilt functions in Power Automate are already achieving that for me. What I need to achieve is to grant 'Contribute' permissions on a list item to a group, but restrict permissions for a specific member of that group to 'Read'. I have a feeling that this may not be possible in SharePoint, but there is often a workaround lurking somewhere.

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annajhaveri 8,531 Most Valuable Professional on at

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@danbert1973 so if the user is added to the group and user is also provided a permission directly then highest permission will apply to the user, in this case user will have contribute access via group and read access directly, so contribute permissions will apply to the user.

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