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Configure VIEW permission access on List Item (based on person name added to list)

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Posted on by tonyberry

Hi Community

Brand new to Power Automate. I am hoping someone can help me. I have a SharePoint list, that includes a Person or Group lookup.

Is there any one who can share or provide a walkthrough on how to automate a flow where, when a person's name is included in the list item, that the named person can be granted 'view' on this list item only?

Obvs can do this manually by selecting the line item and clicking 'manage access' but it would be great to automate this by adding the name to the item and that flow through.

Thanks

tony

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Building flows

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GeorgiosG 1,013 Super User 2024 Season 1 on at

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Hi @antonyberry ,

if your Person Field is only for single users (no multiple selection) this should be your Flow:

When it is configured for multiple persons gets automatically wrapped in an Apply to each loop:

What you do technically here is breaking the list item permissions and you will have unique permissions set up for each item. Please note, that there are some limits:
https://docs.microsoft.com/en-us/sharepoint/troubleshoot/lists-and-libraries/error-share-break-inheritance

When a folder, library, or list contains more than 100,000 items, you can neither break permission inheritance nor reinherit permissions on the folder, library, or list. However, you can still break inheritance on the individual items within that folder, library, or list, up to the maximum number of unique permissions.
The supported limit of unique permissions for items in a list or library is 50,000. However, the recommended general limit is 5,000. Making changes to more than 5,000 uniquely permitted items at a time takes longer. Therefore, for large lists, design the list to have as few unique permissions as possible.

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tonyberry 22 on at

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@GeorgiosG - thank you so much for your prompt suggestions, I will update the post with outcomes! Thanks again

tony

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