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Scenario:
There is a one-page document
The document sent to 300 of our external clients daily.
The document is filled out returned and saved to each client's folder in SharePoint.
Upon receipt the document is emailed to several office staff for signatures or notes and then be saved back to the client's folder.
Is there a way to achieve this using Power Apps?
I'm pretty sure all the other tasks are doable; however, how do/can the 300 external clients get access to the document?
The problem with using those advanced settings to limit access to the list items is that anyone who is an internal user who needs access to the items now needs to be an admin to be able to see or edit the items. When working with external users that fix just makes matters worse because now all you internal users need to have admin level permissions.
@Phineas Security to data could be controlled on the form side (Power Apps).?
No. Security is controlled on the datasource side. If your datasource is not secure your app is not secure. You can try to hide data in the app but that is not security. And also, as we are talking about custom form the user would need to go to the sharepoint list anyway and if this is not setup propperly he would see ALL items...nomatter who created them.
You can prevent this by applying item level security.
Watch this video by @RezaDorrani to get familiar with SharePoint Custom forms
How to Customize SharePoint list forms with Power Apps - Beginners Tutorial - YouTube
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Sorry.
Security to data could be controlled on the form side (Power Apps).
In the attached the Use name is defaulted to the text field. The gallery responds to the name in the text field. The user has access through this process only to their documents and data, even though they have read / write / edit right to the SharePoint site, true?
@Phineas . Sorry but I don't understand what you are trying to ask. Maybe you just start trying to build your app as a proof of concept and if you get stuck come back here.
I can place a Gallery in the SharePoint custom form that displays the forms, and add a dropdown and formulas that limit what is displayed to only that associated with the use based on a unique ID of each user, yes?
The downside with MS Forms is that if the Link to the Form gets public everybody who knows the link will be able to fill in and submit the form...
The biggest concerns I would have with that approach is that all the guest users will have access to all the list items that were created. That means they can look at and edit forms filled in by other customers or change things in theirs after the Signatures and approvals have been applied. There are ways to prevent that with item level permissions, but that will require use of Power Automate and is fairly difficult and involved.
Using MS Forms as the front end, instead of SharePoint, will completely isolate guest users from the content they are submitting to SharePoint. It also requires no licensing or login. The form is accessed via a URL, filled in anonymously, and then the content is used to create a SharePoint list item using Power Automate.
@Phineas Well in Terms of Security you should know what you are doing in SharePoint. So I guess you do not want all users see all items others have created. For this you need to set Item-Level permission in SharePoint.
Beside that I guess the process seems fine. i have done something similar based on MS Forms...
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