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SharePoint List sensitive data control access

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Posted on 21 Jun 2023 10:07:12 by atagios

I need to create an Canvas App based on a SharePoint list “PayList” in this every company user will enter a payment request. The HR department (specific users) will approve or reject the request and they will enter also some “sensitive data” (eg “salary” of the requestor user). My question is how can I create a this list “PayList” and protect the sensitive data (not visible in SharePoint to all users except specific ones per record) of each record from other users? Is that possible? since the app will be shared with all the employees of the organization?

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atagios 30 on 24 Jun 2023 at 08:30:08

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Re: SharePoint List sensitive data control access

Hi, thank you for your replay,
I totally agree that Dataverse is the best in terms of true security, but as you know the cost of the lessening (especially if you are developing an organization wide app, more than 1000users) it is a significant consideration....
My thought is creating 2 different SP Sites with different permissions for users:
The first one will have members (edit rights) all the organization. In this site I will create lists, for the app, that do not have sensitive data.
The Second site will have lists for storing the sensitive data and the records ID of the lists in the first site. In this site only specific users will have contribute level rights. Also in this site for the lists that will have sensitive data I will have to "Hide" them (according to method described in the video that you suggested), because the rests of the organization users will have view rights (so the can use the app). Through the app I will control that screens for showing to the logged in user the data that is authorized to see....
That is in general the approach that I thinking to go..... so far
timl 35,437 Super User 2025 Season 2 on 21 Jun 2023 at 11:39:05

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Re: SharePoint List sensitive data control access

@atagios

It's possible to hide the SharePoint lists from users and the post beneath provides a good summary of the techniques you can use.

https://powerusers.microsoft.com/t5/Building-Power-Apps/hide-sharepoint-list-from-users/td-p/435504

My strong recommendation is not to use SharePoint and to instead use Dataverse, particularly for data as sensitive as salary/payroll. IMO, it's not worth the risk of using SharePoint for the sake of some Dataverse licenses.