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Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

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Posted on by BriH

I have a SP site in which 'everyone except external' is assigned to the members group, which has edit access. Every time a new item is added to a list on this site, I want to reset the items inheritance, break the inheritance and then get the user's principal ID by doing a SP HTTP GET request function with the below uri (example uri) and then eventually grant them contribute access to the item. I have tried hardcoding the user's email, but normally, I am pulling it from a single line of text field on the backend list that stores the user's email.

_api/web/SiteUsers/getByEmail('Bill.Test@domain.com')

Problem is at this SP HTTP GET action, it just continually retries and eventually throws a bad gateway error. This does not occur with any user who is assigned specifically to the site such as the site owner for example, it instantly finds the user, but for anyone within the company under the 'everyone except external' group, it retries and retries until it eventually times out.

What do I need to do to get this action to work properly

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creativeopinion

10,502 Super User 2025 Season 2 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

@BriH This YT Tutorial might be helpful: Grant ITEM LEVEL Permissions on a SharePoint List ITEM with Power Automate

In this video tutorial I’ll show you how to create an automation that will grant item level permissions to an Onboarding SharePoint task list item based on a Person column. This automation will go through the entire list and adjust the permissions for each item so the user selected in the Person column will have the ability to only view the status of their own tasks.

IN THIS VIDEO:

✅ How to Grant Item Level Permissions in a SharePoint List with Power Automate

✅ How to Grant Read Access to Individual SharePoint List Items

✅ How to use the Manually Tigger a Flow Action

✅ How to use the Top Count to Reduce the Number of Items Returned

✅ How to use the Grant Access to an Item or Folder Action

✅ How to use the Concurrency Control for the Apply to Each Action

✅ How to Grant Item Level Permissions when a New Item is Created

----

You might also find this tutorial helpful: How to Send a SINGLE EMAIL ✉️ with multiple SharePoint list items | Build THIS Power Automate Flow

IN THIS VIDEO:

✅ How to send multiple list items in a single email with a Power Automate Flow

✅ How to create a dynamic date range

✅ How to use the Convert Time Zone action

✅ How to use a Filter Query in the Get Items action

✅ How to count number of items in an array

✅ How to use the Select action to extract a users display name and email address

✅ How to create a unique list of email addresses

✅ How to use the Create HTML Table action

✅ How to customize the HTML Table with CSS styles

✅ How to use the Send an email (V2) action

✅ How to use the Append to String Variable action

✅ How to create a custom list of items for an email

✅ How to use the Send an email (V2) action

✅ How to display singular or plural text based on the number of items returned

Hope this helps!

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BriH 33 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

This does not drop the members group from the item, which is what I need. I need the members SharePoint group dropped from the list item and then reassign permissions based on a couple of single line of text fields I have that include user's email values.

Also, I still don't understand why I can't get the user's information using the HTTP GET action uri :

_api/web/SiteUsers/getByEmail('test.user@brighthorizons.com')

It just keeps retrying and eventually times out with a 502 bad gateway error and I don't understand why. Everyone except external is apart of the members group, so shouldn't this action have no issue?

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BriH 33 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

This does not drop the members group from the item, which is what I need. I need the members SharePoint group dropped from the list item and then reassign permissions based on a couple of single line of text fields I have that include user's email values.

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creativeopinion

10,502 Super User 2025 Season 2 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

@BriH If you need to drop the members, you will need to add the Stop sharing an item or file action before you grant access.

To get users info, you can use the Get Users Profile (V2) action. Insert an email address into the User (UPN) field.

Hope this helps!

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👉 Tips and Tricks on TikTok

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BriH 33 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

I'm still getting the same issue - it just retries until it eventually throws a bad gateway error.

I'm using the 'mail' dynamic value from the get user profile action above which does succeed.
Current uri:

_api/web/SiteUsers/getByEmail('test.user@brighthorizons.com')

I tried switching up my uri to this
_api/web/SiteUsers(@v)?@v='test.user@brighthorizons.com'
And this time it threw a 404 user not found error. Is something setup incorrectly on my site permissions, which is why this action cannot find the user? I have 'everyone except external' added to the default members and visitors group.

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creativeopinion

10,502 Super User 2025 Season 2 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

@BriH

Instead of the Send an HTTP request, have you tried using the Grant Access to Item or Folder action? Instead of selecting one of the roles listed in the drop down, select Enter Custom Value.

Full Control:1073741829 
Design:1073741828 
Edit:1073741830 
Contribute:1073741827
Read:1073741826

Enter the word role (all lower case) and a colon and insert one of the role ids from above. In your case it would be 1073741827 for Contribute.

Hope this helps!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

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BriH 33 on at

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Re: Trying to Implement Item Level Permissions for a list - Getting User Principal ID Failing

So, this works and does solve my issue, so thank you for that; however, I'm still curious as to why the HTTP request throws a bad gateway error? IF anyone has any insight into this, please let me know.

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