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SharePoint, MS Lists view and permissions

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Posted on by Leon1976

Hi,

I have programmed a safety instruction with a quiz and registration for visitors using MS Power Apps (Canvas).

Registration is automatically written to the SharePoint page.

The gatekeeper should be able to see and edit ALL entries,

- but not delete anything,

- and should not have admin or full access rights.

All other users/employees are allowed to register visitors,

- but can only see

and edit their own entries.

According to MS Copilot, there should be a setting. However, we were unable to find this setting.

But I will not use Power Automate and will not open a new MS List.

I would appreciate a solution. Thank you for your assistance.

I have made settings for the site:

Best regards,

Etem

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Power Automate Desktop

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Sam_Fawzi 917 Super User 2026 Season 1 on at

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Hey @ Leon1976

Your current list setting (read/edit only their own items) is correct for regular users.

For the gatekeeper, the fix is :

Create a custom permission level based on “Edit”

Steps:

Go to Site Settings → Site Permissions

Click Permission Levels

Click Copy Permission Level

Start from Edit

Name it something like:

Gatekeeper – Edit No Delete

Uncheck:

❌ Delete Items

❌ Delete Versions

Save it.

Then:

Create a SharePoint group (e.g., Gatekeepers)

Assign that group your new custom permission level

Add the gatekeeper users to that group

The Gatekeeper group permission will override that and allow them to see/edit everything — but without delete rights.

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Leon1976 14 on at

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Hi @Sam_Fawzi

Thank you for the almost answer.

I cant find Copy Permission Level.

Can you please send me screenshots?

Thank You

Etem

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Sam_Fawzi 917 Super User 2026 Season 1 on at

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Hey @Leon1976

You won’t see “Copy Permission Level” unless you’re in the advanced permission settings page (classic view).
Here’s exactly where to go:

Gear icon (top right)

Site permissions

Click Advanced permission settings (very important — this switches to classic view)

In the ribbon at the top, click Permission Levels

Now you should see “Add a Permission Level” (sometimes instead of “Copy”)

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KV 5 on at

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Hi @Sam_Fawzi,
Could you please clarify how it would be possible to configure this scenario using the standard Item-Level Permission setting?

@Leon1976 requirement is that one specific user (Gate Keeper) must be able to see all list items, while all other users should see only the items they created.

If we enable the Item-Level Permission setting “Read items that were created by the user”, it applies to the entire list and affects all users. In that case, the Gate Keeper would also be restricted to seeing only items they created.

The custom permission level works for the requirement “Edit but not delete,” but it does not address the selective visibility requirement.

Could you please explain how this combination would achieve the desired behavior without using item-level unique permissions?

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Sam_Fawzi 917 Super User 2026 Season 1 on at

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Hi @KV ,

Yes — standard Item-Level Permissions handle the regular users, but not the gatekeeper part.
Regular users

Go to List Settings → Advanced Settings → Item-level Permissions

Set:

Read: Read items that were created by the user

Create and Edit: Create and edit items that were created by the user

This lets employees register visitors and edit only their own entries.
Gatekeeper
Item-level permissions can't selectively exclude one user, so the gatekeeper needs a custom permission level:

Allow View + Edit

Remove Delete

Assign this permission via a SharePoint group.

This works without Power Automate and without another list.

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KV 5 on at

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Hi @Sam_Fawzi,

Thank you for your detailed explanation.

I understand that standard Item-Level Permissions can handle the regular users (i.e., users can read and edit only the items they created).
However, my concern is regarding the gatekeeper requirement.

As you mentioned, Item-Level Permissions apply to the entire list and cannot selectively exclude a specific user. If we configure:

Read: Read items that were created by the user

Create and Edit: Create and edit items that were created by the user

this restriction applies to all users on the list — including the gatekeeper.

Creating a custom permission level (View + Edit, no Delete) only controls actions (edit/delete) but does not override the Item-Level visibility rule. So in that configuration, wouldn’t the gatekeeper also be limited to seeing only the items they created?

Could you please clarify how the gatekeeper would still be able to see all items under this setup without breaking inheritance or using item-level unique permissions?

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Sam_Fawzi 917 Super User 2026 Season 1 on at

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Hi @KV ,

You are right — with Item-level Permissions enabled, the restriction applies to all users, including the gatekeeper. A custom permission level (Edit without Delete) will not bypass the “Read items created by the user” setting.

For the gatekeeper to see all items, they would need elevated permissions such as Design or Full Control, which bypass item-level restrictions.

@Leon1976 , So the options are basically:

Use Item-level Permissions → employees see only their own items, but gatekeeper needs Design/Full Control

Or

remove Item-level Permissions and control visibility in Power Apps

Thanks for raising that point — your interpretation is correct.

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