PowerApps - Restrict users access to SharePoint List items

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Posted on 13 Mar 2024 07:50:36 by SanjayAdsure201

Dear All,

I have created a Canvas App & backend is SharePoint List.

Business requirement is some items created for specific departments should be accessible (Contribute permission) to the users under that department & that through PowerApps only not from SharePoint List.

I have created SP Groups for departments.

I came across option of creating custom Permission Level (unchecking View Application Pages). That works if I only set this new permission at list level only. But as we have items from different departments & want to set permissions there so if I set specific Contribute permission to item level, users are able to access list as well. How can I restrict List Access in this case?

Thanks,

Sanjay

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WarrenBelz 148,953 Most Valuable Professional on 13 Mar 2024 at 11:39:14

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Re: PowerApps - Restrict users access to SharePoint List items

Hi @SanjayAdsure201

1) Just set OnNew and OnEdit to false. Also turn Personal Views back on (refer my blog) and Admin can make their own before turning it off.

2) Locking down the list as per the blog does this. If you want to stop people using another Power App to do this, you will need to take away their ability to write apps in the environment roles.

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SanjayAdsure201 77 on 13 Mar 2024 at 09:41:44

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Re: PowerApps - Restrict users access to SharePoint List items

Dear @WarrenBelz ,
Thank you for your reply. It will really help me. I have 2 questions in my mind:
1) If I hide 'New', 'Edit' buttons from list which is a good option but how an admin can see/update all items at list level. I want to give admin option to edit all items.
2) If we want to add/edit items of certain SP List, is there any way we can limit users to use only PowerApps and restrict updates from REST API, CSOM or any other PowerApps.

Thanks,
Sanjay
WarrenBelz 148,953 Most Valuable Professional on 13 Mar 2024 at 08:14:27

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Re: PowerApps - Restrict users access to SharePoint List items

Hi @SanjayAdsure201 .

Item level permissions can be done with Power Automate, but is complex and work intensive and probably not what you want. Is there a particular reason you do not restrict all users in SharePoint and deal with the data in Power Apps only ?

A bit left-field, but you could present only one SharePoint view showing one record (which says click here), then present a gallery of the filtered records as the initial screen in the integrated app with a pop-up showing the selected record form. You would also need to lock down the list as per this blog of mine.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

MVP (Business Applications) Visit my blog Practical Power Apps