how to update sharepoint record by external user

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Posted on by AKSHAY AURADKAR B

Hello experts

I have a power app portal and have requirement of updating the sharepoint record through that portal

or other than portal also is there an way we can implement this

Thank you

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Power Apps portals

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v-qiaqi@microsoft.com on at

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Hi@AkshayAuradkar,
Based on the issue that you mentioned, do you want to update the SP list within the Portal?
Could you please share a bit more about the scenario?
If you want to implement to update the SP list within PowerApps Portal as an external user, I am afraid that there is no way to achieve this currently in PowerApps.
As we know, Dynamics 365 Portals version 9.0.10 for the customer engagement apps brings some new updates and features for earlier. And one of them is Manage SharePoint documents.
Dynamics 365 Portals now supports uploading and displaying documents to and from SharePoint directly on an entity form or web form in a portal. This allows portal users to view, download, add, and delete documents from a portal. Portal users can also create folders to organize their documents.
Although this is an update to SharePoint, it is still based on CDS as a whole. This update simply adds the feature of the document management capabilities.
For more details, you could check the following article for reference:
https://docs.microsoft.com/en-us/powerapps/maker/portals/manage-sharepoint-documents
For more about the released updates, you could check the following article:
https://docs.microsoft.com/en-us/powerapps/maker/portals/release-updates
Here is the article that lists all of the updates that have been made to portal capabilities for Microsoft Dynamics 365 to date:
https://support.microsoft.com/en-us/help/3181191/portal-capabilities-for-microsoft-dynamics-365-releases
Best Regards,
Qi

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AKSHAY AURADKAR B 18 on at

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the requirement is to update sharepoint record through a link which will come in via email
when user clicks it he should be able to edit the record
is there any way we can implement this other than portal also I am good to go

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v-qiaqi@microsoft.com on at

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Hi@AkshayAuradkar,
Could you please tell me, do you want the external users to update the SP list?
If my understanding is correct this time, you want the users who are not in your organization to update the SP list as well.
As I know, PowerApps has already supported to share an app with guests. However, guests may only be assigned the User role, and not the Co-owner role, for apps shared with them. This means that the shared app is read-only for the guests, edit or create is not allowed for guests.
In a word, I am afraid that updating the SharePoint record by the external users could not be achieved in PowerApps currently.
If you would like this feature to be added to PowerApps, please submit an idea to PowerApps Ideas Forum:
https://powerusers.microsoft.com/t5/PowerApps-Ideas/idb-p/PowerAppsIdeas
Hope it could help you.
Best Regards,
Qi

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AKSHAY AURADKAR B 18 on at

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Hi Qi

Thanks for the reply

Is there any way that external user can edit only 1 coloumn

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v-qiaqi@microsoft.com on at

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Hi@AkshayAuradkar,
I am so sorry that the external users could not edit any of the columns.
For that, the external users could not even access the entire data source, let alone one of the columns.
As I mentioned before, the external users could be shared with the App, but they could not become the co-owner which means that they could not edit the app.
Hope it could help.
Best Regards,
Qi

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AKSHAY AURADKAR B 18 on at

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thank you very much for your help

One last question can we do this by flow

for example in flow we can send email the link and there the user will update and
the data can be used to update the sharepoint list

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takolota1 4,974 Moderator on at

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It is possible to create forms that load with existing data already filled in for several fields so users can submit changes to existing data. But it takes some extra work & more advanced components in Power Automate.

SurveyJS Forms in Power Automate: https://tachytelic.net/2021/04/power-automate-web-forms/

Using SurveyJS forms & Power Automate to create update / edit forms for external users (Dataverse example): https://community.powerplatform.com/galleries/gallery-posts/?postid=83dafa05-d05d-ef11-bfe3-6045bdd7dda1

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