Sharing a SharePoint list to a group.

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Posted on by BradonK

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Hi all,

I am a bit confused about how to share SharePoint items to permissions groups.

Whenever I search for the group in the search bar of the share menu, nothing comes up.

Is this because you can't share to a group?

If so, it would mean I have to individually add people to the list, and they would have to click the link they get sent.

That pretty much is not an option.

Does anyone have any idea on this?

Thanks

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Building Power Apps

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WarrenBelz 156,566 Most Valuable Professional on at

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Hi @BradonK ,

You need to create the group as a Security group (or Mail-enabled security) - you can then share

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BradonK 375 on at

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Hi @WarrenBelz ,

Is that a feature of SharePoint or Office365?
If it's Office365, I am not an admin for my businesses Office365 environment and wont have access to that.

If not, where can I find that menu?

Thanks
WarrenBelz 156,566 Most Valuable Professional on at

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Hi @BradonK ,

Yes, that is the Office365 Admin Centre.
BradonK 375 on at

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@WarrenBelz ,

Ok then I can't use that unfortunately.

Is there any other way?
I am planning on storing all the data for my app in a Dataverse table but since images will take up too much space I want to store them on SharePoint seperately.
However, I can't have people accessing the site themselves as there will be sensitive data in some cases.
So I have a permissions group that stop people being able to view the site while allowing access to the app.
But for that to work I need to be able to share the site lists to the group.

Thanks
WarrenBelz 156,566 Most Valuable Professional on at

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Hi @BradonK ,

You can security-enable existing groups, but you need Admin rights to do this as well. You can use SharePoint Groups for SharePoint, but this does not help you with Power Apps, so Security Groups are really the only way other than individually sharing.
BradonK 375 on at

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@WarrenBelz ,

Ok in the event that I get access to this system, here are a couple things I'm curious about:
1. When a group is created and people are added to it, can the group be set up to only affect one SharePoint site? I wouldn't want to affect anything else, just the one site that needs to be privatized.
2. Would I create a group for each project that I need it for? If I have two apps and two sites, each app has its own site, can I create a group for each app so that different projects/apps have different groups/permissions?

Thanks
WarrenBelz 156,566 Most Valuable Professional on at

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Hi @BradonK ,

You can share whatever you want at whatever level of access you want - it is no different from doing the same with a user. If the same users need access, you only need one group, assuming both sites are in the same Tenant.
BradonK 375 on at

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@WarrenBelz ,

Okay sorry to backtrack but I may have misunderstood SharePoint permission groups.

How exactly do SharePoint permission groups work?
As I understand it, a user of the site gets the permissions of any groups they are in, right? So if they are in the member group, and a custom group, they user will get the permissions from both group additively?

Let's say I don't mind adding people individually to the SharePoint site. In the way that when you share the site to people you can add them as a member, owner, or visitor, can you add them as a custom group and automatically put them into a custom permissions group instead of the members group?

Thanks
WarrenBelz 156,566 Most Valuable Professional on at

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Hi @BradonK ,

SharePoint can be shared at Site, List/Library or Folder level at whatever permission level you deem appropriate for the person or group. A person can be a member of multiple groups (both SharePoint and O365 Security) - if more than one group a person is a member of is shared for a particular resource, they get the highest level of authority of these groups. In the case of Power Apps (Security Groups), there are only two levels (owner or user).

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BradonK 375 on at

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@WarrenBelz ,

So is it possible to add people to a permissions group automatically when you add them to a SharePoint site? In the way that you can choose between owner, member, and visitor when adding someone to the site? Or do I have to add the person to the site as a member, remove them from the members permission group and then add them to my custom group?

Thanks