SharePoint list form - break Item-level permission

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Posted on 15 Feb 2021 12:36:07 by xsomej

Hi all,

is there a simple way for the following scenario?

I have a SP list and a custom PowerApps form with it.

I also have the Item Level permission set, so users contributing to the list can only see and edit items they created.

But that's not ideal - for example, if someone else want's to have a look at the item with Read only rights, he cannot do so without having Design or Owner rights to the whole list.

So my question is:
can the SharePoint's default Item-Level permission be overridden by something like what's described in the video below? I have tested it, can even see the item is shared, but the other person cannot see that (with read access set for the whole list).
https://youtu.be/T6cC65YwjSI

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xsomej 70 on 16 Feb 2021 at 14:36:25

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Re: SharePoint list form - break Item-level permission

Thank you @RandyHayes - that's what I thought.
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RandyHayes 76,287 Super User 2024 Season 1 on 15 Feb 2021 at 16:59:45

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Re: SharePoint list form - break Item-level permission

@xsomej

If you have those options on, then the Flow will not be able to "see" the item either and change it.

The purpose of the flow is to first see the item, then to remove permissions and break inheritance, then to assign the appropriate permissions to the item. In that article mentioned, step 3 is about providing the permissions to the user that created the item and also to a role of people that can access it.

But, you have to have the Item-level permissions set to their defaults and not restrict, or the flow will not operate.
xsomej 70 on 15 Feb 2021 at 15:44:51

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Re: SharePoint list form - break Item-level permission

Thanks @RandyHayes. That's exactly what I have set, but even with that it's not working.
Can I really have this turned on in order for the Power Automate flow to work?
I can see the item is shared, but still, the other user cannot see it.
RandyHayes 76,287 Super User 2024 Season 1 on 15 Feb 2021 at 15:29:05

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Re: SharePoint list form - break Item-level permission

@xsomej

You might want to take a look over this article. I believe this is what you are looking for.

I hope this is helpful for you.