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Managing rights to custom views of a list

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Posted on by lkubler

Hi, I'm new to the Power Platform and have been asked to take over the development of an app started by an ex-employee. Hoping this is the correct forum for this kind of question.

This app is based off of a SharePoint list and they created a custom view that only people in a specific department can see. This department has hired a few more people and I've been asked to give them access to this view but so far have not found the magic combination accomplish this. Where would I look to figure out how these rights are managed?

My network admin training would expect a security group for the department that would give these members rights, but I've compared the group memberships of the new users to existing and they all match. Must be assigning the rights individually, but where?

Thanks in advance!

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WarrenBelz 155,487 Most Valuable Professional on at

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Hi @lkubler ,

You just need to share both the app and the SharePoint list with the Security Group (at least Contribute in SharePoint) and it all should work.

Please click Accept as solution 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 giving it Thumbs Up.

MVP (Business Applications) Visit my blog Practical Power Apps

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lkubler 6 on at

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Hi @WarrenBelz,
Thanks for the quick reply. I can see that the users in question are members of the site, same rights as those who can see the view. How can I tell if the app has been shared? I mean, it is a public site, so everyone has access to it.

I can edit the view but that only allows me to change the fields and all that. I don't see any security options there.

There's a Share link above the list but it doesn't give me the ability to actually share, it just seems to list who already have rights.

I feel I'm just going around in circles on this. I'll go back and continue looking for training information, so far nothing I've found touches on this question though.

Thanks again, Warren

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rswain 173 on at

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In SharePoint, the permissions for lists and views can be managed through the "List Settings" page. To give the new users access to the custom view, you can follow these steps: Go to the SharePoint list and click on the "Settings" gear icon in the top-right corner. Select "List settings" from the dropdown menu. Scroll down to the "Views" section and click on the custom view you want to give access to. Under the "Views" section, click on the "Permissions for this view" link. Click on the "Grant Permissions" button and enter the names or email addresses of the new users you want to give access to. Select the appropriate permission level for the new users, such as "Read" or "Contribute". Click "OK" to save the changes. Alternatively, you can add the new users to a SharePoint group that already has access to the custom view, or create a new SharePoint group and give it access to the custom view. This way, you can manage the permissions for multiple users in one place.

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WarrenBelz 155,487 Most Valuable Professional on at

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Hi @lkubler ,

So to your main question - as long as the person is a member of the group and you have shared the list and any other lists connected to the app with the group, it will work for licenced users, however when you note "public site", you still need to share with individual users (particularly external) for them to be able to access it. If you are intending on sharing your list with unlicensed (O365) users, SharePoint is not an issue, but if you have other data sources (other than this list) connected to the app, they may have problems accessing functions using these.

Please click Accept as solution 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 giving it Thumbs Up.

MVP (Business Applications) Visit my blog Practical Power Apps

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lkubler 6 on at

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Hi @rswain,
I was following up to the point where it says to click on "Permissions for this view". I'm not seeing that option anywhere. When I scroll down to Views and click on my custom view, it takes me to a screen where I can select different columns in the table and, well, it looks like a form of SQL where I can select filtering, group by and such.

Thanks for the suggestion though.

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lkubler 6 on at

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Hi @WarrenBelz ,

When I said Public I meant it is available to all of my organization, as opposed to only select employees. Not that it was available outside of my organization.

Everyone in my organization can access the list, to make new entries and read others. But most only see the default view. Not any of the other views. Even myself, after adding myself as the site and list owner and adding myself as a co-owner of the flows. Can only see the default view.

Thanks!

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