Skip to main content

Notifications

Community site session details

Community site session details

Session Id : ATAb1Le1TYEXlry7y79H9r
Power Apps - Building Power Apps
Unanswered

Prevent people from accessing SharePoint list that the PowerApp is connected to

Like (9) ShareShare
ReportReport
Posted on 12 Sep 2018 08:22:47 by 70

I'm building a marketing studio time request app that doesn't contain personal information but business sensitive information from the point of view that we don't want people to see other people's submissions due to the inernal politics that might result from it.

 

I am setting up the powerapp so that staff can submit their time requests and then can go back into the app and view/edit their own submissions only using a formula based on user.  The data source is a SharePoint list.  I understand that in order to add/edit from the PowerApp they need to have the relevant permissions for list in SharePoint.  

 

So the PowerApp will act as the front end for the submissions and the SharePoint list will act as the back end for the team processing the submissions.

 

I don't want people in the organisation to be able to access the SharePoint list and view other people's submissions/list items or have the ability to edit other people's submissions/list items.

 

I could hide the SharePoint list as much as I can by not having it on navigations etc and even create a default view that contains bare minimum info in case someone does navigate there but I feel it's still open to being discovered and information viewed.  This is a worry for any future apps that I might create that contain personal data or business sensitive information.

 

Does anyone have any suggestions about the best way to control this and prevent people from accessing the Sharepoint list that the PowerApp is connected to? 

 

Thanks,

 

Anna

  • rrobles88 Profile Picture
    6 on 15 Jan 2024 at 12:32:04
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    Worked for me. That error message usually means you’re trying to save your entry with a require field blank. Check your required field settings on your share point list per column. I’ve done the mistake of hiding a column on powerapps which the SP list requires data on. 

    good luck 

  • simmyjer Profile Picture
    4 on 15 Jan 2024 at 09:14:47
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    Does this still work? I imported my app in a different environment and followed the instructions. Now it gives me "Error when trying to retrieve data from the network"

  • rrobles88 Profile Picture
    6 on 09 Jan 2024 at 20:28:41
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    Just want to give you a huge thanks for sharing your knowledge because this still works to this day. Hopefully MS doesn't change something that messes this up and if they do that they create a standard out of the box config to enable something like this instead of end users figuring out workarounds with big risk! 

  • AdrianBlanariu Profile Picture
    2 on 15 Nov 2023 at 11:56:18
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    I would like to do the same thing but I don't work with lists. I have a folder with 3 excels which are connected to my App. Is it possible to do the same changes or do I need to convert everything to a list an remake the connections in my App ?

  • dza1 Profile Picture
    2 on 19 May 2023 at 14:11:39
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    How would I set special permission for the following two groups?

     

     

    • Group A. – They need to be able to access the entire list and have the ability to add/change fields that are already in the list. However, I don’t want them to have the ability to create new columns and move things around.

     

    • Group B. – permission to edit items in the list exclusively via the app but no permission to access the list from SharePoint. This is very important as we don’t want other users to see other people’s entries.

     

    I believe what has been suggested by @Adam_116 & @stevegeall can be applied to Group B, But I'm not sure how I would set unique permissions for Group A. 

     

    Any help would highly be appreciated. 

  • CU22072135-7 Profile Picture
    on 13 Apr 2023 at 03:48:33
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    not sure, give a whirl and see - would be interested to know myself

  • RCCadogan Profile Picture
    5 on 13 Apr 2023 at 03:45:37
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    Does that also mean someone can add the sharepoint list via the url in a power bi model??

  • CU22072135-7 Profile Picture
    on 13 Apr 2023 at 03:41:54
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    Just a note, if anyone creates a PowerApp and adds a data source to SharePoint and knows the site name / list name etc, then they will STILL be able to read the list by adding a gallery etc. Only downside.

     

    I now use a Power Automate flow to trigger when an item is created or modified (with a condition based on a column like UpdatePermission = "yes") that removes all permission on that item, then adds custom permission based on another column like PermissionCommaSeparated which may have multiple people's UPN/email listed and use that to grant new permission on the item. This way permission can be dynamically updated for items from PowerApps.

  • RCCadogan Profile Picture
    5 on 13 Apr 2023 at 03:36:13
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    This is amazing. Just what I was after! Thank you 🙂

  • kky1 Profile Picture
    550 on 20 Jan 2023 at 18:01:07
    Re: Prevent people from accessing SharePoint list that the PowerApp is connected to

    THANK YOU @Adam_116

    Almost 4 years later and your response is still helping people!

    @kky1 

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Understanding Microsoft Agents - Introductory Session

Confused about how agents work across the Microsoft ecosystem? Register today!

Warren Belz – Community Spotlight

We are honored to recognize Warren Belz as our May 2025 Community…

Congratulations to the April Top 10 Community Stars!

Thanks for all your good work in the Community!

Leaderboard > Power Apps - Building Power Apps

#1
WarrenBelz Profile Picture

WarrenBelz 85 Most Valuable Professional

#2
MS.Ragavendar Profile Picture

MS.Ragavendar 54

#3
Michael E. Gernaey Profile Picture

Michael E. Gernaey 42 Super User 2025 Season 1

Overall leaderboard