How do i grant item level access as well as access to a customized form?

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Posted on by Spawn10

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I have a SharePoint list that has a customized Power Apps form. There are some user who do not have access to the list, and will be granted item level access to the items they need to see. The reason for this, is because the users should not see all the items in the list (only the ones they have been granted item level access). Based on an action on the form, users are granted their item level access to each item. With this approach, once they are granted the item level access, they are getting the message that they need access to the customized Power Apps form.

Is there a way to grant them access to the customized Power Apps form, without letting them see all the items in the list?

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pavanmanideep 576 Power Up Champ - 2025 on at

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@Spawn10

Power Apps access and Sharepoint access are handled seperately. So granting one doesn't automatically grant the another.

Give a thumbs up if this helped you, and mark it as the answer if it solved your problem.

Hope this helps…

Cheers,
PMDY
Microsoft Business Applications MVP
Subscribe to my blog: https://ecellorscrm.com

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WarrenBelz 155,838 Most Valuable Professional on at

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Hi @Spawn10

The users need access to the List in Power Apps, or it simply will not attempt to read it.

Also this unfortunately is one of the bugs/weaknesses of trying to get Power Apps to manage row-level permissions in SharePoint and the opposite happens when you grant List permissions and then try to take them way at row level - Power Apps authentication does not manage this well (if at all) and presents the entire list to the app.

The best I can think of is have a flag of some sorts on which users can access the item, then in Power Apps include this flag in every filter, based on the logged-in user. Also in SharePoint, I have a blog on "locking down" SharePoint, where you would only present views of records the user is able to see and authorised users would have either Private Views or a separate page with the data required.

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WarrenBelz 155,838 Most Valuable Professional on at

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Hi @Spawn10,

A quick follow-up to see if you received the answer you were looking for. Happy to assist further if not.

Please ✅ Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider answering Yes to Was this reply helpful? or give it a Like ♥
Visit my blog Practical Power Apps LinkedIn

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