Flow adding user to a SharePoint list permission

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Posted on by Kmayes

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Hi

Im trying to find a solution for adding users automatically to a SharePoint List.

The SP list itself has the names of the users required to be added to the permissions.

I already have a current flow set up that has an action to do something when a row item is added to the list so would ideally like to add a spur off of that so the trigger will be when an new item is created in SP list.

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Building flows

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David_MA 12,982 Super User 2025 Season 2 on at

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The post seems a bit confusing because it mixes up the concepts of adding users to a SharePoint list and adding permissions to users. Here are a few points that might help clarify the confusion:

Adding Users to a SharePoint List: Typically, you don't add users to a SharePoint list. Instead, you add items (rows) to the list, which can contain user information.

Permissions: It sounds like the goal is to update permissions for users based on the list. This involves setting permissions on the SharePoint site or list items, not adding users to the list itself.

Flow Trigger: you mention wanting to trigger an action when a new item is created in the SharePoint list, which is a valid approach. However, the description of the current flow and the desired outcome is a bit unclear.

To help explain your needs more clearly, could you answer the following questions:

Clarification on Goals:

Are you trying to update user permissions on the SharePoint site or list items based on the entries in the SharePoint list?

What specific permissions are you looking to assign to the users listed in the SharePoint list?

Current Flow Details:

Can you describe the current flow you have set up?

What actions does it perform when a new item is added to the list?

How do you envision the new flow working in conjunction with the existing one?

User Information:

Does the SharePoint list contain user information such as email addresses or usernames that can be used to assign permissions?

Are there any specific conditions or criteria that need to be met for assigning permissions to users?

Permissions Management:

Are you looking to assign permissions at the list level or for individual list items?

Do you need to remove permissions for users who are no longer listed in the SharePoint list?

These questions should help you provide more detailed information about the requirements, making it easier to offer a precise solution.

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Pstork1 68,717 Most Valuable Professional on at

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The built in actions to modify security in a SharePoint list actually create sharing links. They don't modify the actual security settings of the list. To modify the actual security of the list you have two options.

1) You can use HTTP REST calls to add each user to the list itself and specify their permissions. First, Use a Rest call to break inheritance on the list, then add the user to the list with the permission level you want.

2) You can use an HTTP REST call to add the users to the SharePoint group in the list that has the right permissions. This will give them permissions to more than the list since the SharePoint group by default has permissions for everything in the site. How to add user to a SharePoint group with a Power Automate flow

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Kmayes 792 on at

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Hi

Thanks for your reply! Let me try and help your confusion.

As per your point two, Yes I am trying to update permissions for users based on the list.

Clarification on Goals:

I'm trying to update user permission for a particular SP list based on the item entries in the SP list

I would like to grant new users contribute access

Current Flow Details:

The current flow grants and new users in the SP list access to a Power App

I envision the current flow to grant access to the SP list after it has granted users access to the application

User Information:

The SP list contains user name and User Email address

All new permissions are to be assigned contribute access

Permissions Management:

Permissions are to be handled at list level

There is currently no requirement to remove permission

I hope this helps pls let me know if there is anything else required, I did try to create a HTTP request but it failed.

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David_MA 12,982 Super User 2025 Season 2 on at

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I think the easiest thing to do would be to:

Create a permission group in SharePoint and give it the permissions you want the users to have on the list where you need to apply this to.

Add all the existing people to it.

Break inheritance on the list and give access just to the permission group and the owners.

Then create a flow that triggers when someone is added to the list of users (when a new item is created).

Then follow this to make an HTTP request to SharePoint to add the person to the permission group: How to Add User to SharePoint Group in Power Automate - Power Tech Tips

This will not check to see if the person is already listed since the flow will only trigger when you add a new person to the list and you will have already added the existing people when you create the permission group.

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Kmayes 792 on at

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Not sure why but its not allowing me to tag you on response

Thank you I found a good link on youtube Bing Videos last night and got it up and running but its pretty much how you said so thank you once again for your time and patience

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