Granting access to a Sharepoint list item

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Posted on by faschimi

I'm using a grant access action via Power Automate on a Sharepoint list item, to grant access to three other users who need to view this item, in addition to the user who created the item:

The Sharepoint list is configured so that each user only sees their own created items, but it may be necessary for the item to be viewed by other people associated with it... The flow runs correctly and access is apparently granted:

But when one of these users tries to access the item, they get this message:

Am I forgetting something? Shouldn't granting access to a specific item override the default Sharepoint list configuration?

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David_MA 14,187 Super User 2026 Season 1 on at

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If you have the list configured so that people can only see items that they create, granting view access will not allow them to see the items. You must give them at least designer permissions.

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abc 123 789 Moderator on at

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When you opt for the setting of "Only Created By Me", you've poured that into concrete and let it set. Only that user can access those items. (I almost always recommend to never use this, because, usually, some higher-level manager somewhere is going to need to see the item.)

You'll need to remove that restriction, and then control them via Item Level Permissions (ILP) instead.

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Ellis Karim 12,019 Super User 2026 Season 1 on at

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If you have set item-level permissions, like the example below, these permissions will override any custom permissions you attempting to apply. These item level permissions appear to be locked in place as the previous commentors have mentioned.

Ellis

Ellis Karim's Blog – IT doesn't have to be complicated!

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faschimi 60 on at

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Yes, that high level manager scenario coincides with my case here, there are two more user roles that need access to the item, but I still can't allow the items created to be visible to everyone, because of personal information recorded on them.

I thought that setting a permission via Power Automate would be equivalent to breaking the permission hierarchy of a list item in Sharepoint. In that case, would I have to do the opposite? Leave the default list configuration as items visible to everyone and then use an action in the flow to break the hierarchy and set access only to those who need it? I also can't use the Design permission because I want the user to only view the item, but not edit it.

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