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How to limit access to items in SharePoint lists

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Posted on by Giraldilla2022

Hi, I have created a Power Apps from a SharePoint list and I would like to limit the access of users. The option of giving access to items created by user don't work for me because several users input data for the same department. I don't want that users can access the information of other departments. Is it possible to restrict access to items based on columns data? Thank you in advance for your help.

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annajhaveri 8,531 Most Valuable Professional on at

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@Giraldilla2022 no you cant restrict access to items based on column data. You need to configure item level permissions on each item in the list. By default items in list inherit permissions from its parent list. You can break item permissions on specific item so that it doesnt inherit permissions from its parent list, and then assign permissions to only those users who need access to that item. If you want to automate it, you can do it using Rest APIs in Power Automate.

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Giraldilla2022 8 on at

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Thank you @annajhaveri for your reply. I have searched how to do this using Rest APIs in Power Automate but still, I cannot grant access to items based on the values of one column 😞
Kind regards,
Gisela

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annajhaveri 8,531 Most Valuable Professional on at

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@Giraldilla2022 as i mentioned before you cant grant access base don value of one column. Do you already have a power automate flow as part of your app? If not, you can create flow with trigger when item or file is modified, then check if value of column equals to a value that requires different permissions, then break permissions on item using REST API and then assign permissions to only those users who need access to that item. I have a blog post written regarding it https://www.annajhaveri.com/power-automate/set-unique-permissions-for-item-in-sharepoint-using-power... you can follow the instructions, if you feel stuck anywhere, let me know.

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Giraldilla2022 8 on at

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annajhaveri, it took me a while to find how to ad the trigger but I finally succeeded. Thank you very much for your help!

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