Forum Discussion

Copper Contributor

Feb 18, 2024

Populate another's user item list in SharePoint

Hello, I have built a SharePoint List so that someone will be able to submit a form regarding a project they have worked on. Additionally, there is another person or group field in which the pers...

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geoT3211

Copper Contributor

Feb 19, 2024

Asifa_Khan If I create an additional SharePoint list to store information about the collaborators, then each user who is a collaborator and might have participated in another project in the past as a leader will have to check two lists to track their project history. This is something that I want to avoid. Moreover, as far as I understood the collaborators list should be "public" so everybody can see the projects they've worked on and then filter by using their names. Again this is something that I don't want to happen. Please correct me If I misunderstood your solution.

Asifa_Khan

Copper Contributor

Feb 19, 2024

You're correct in pointing out potential issues with having separate lists for collaborators. If you want to maintain a consolidated project history for each user and ensure privacy, you can have a single SharePoint list for projects, where each item represents a project and includes fields for the project leader and collaborators. The collaborator field can be a multi-person or group field to handle multiple collaborators. By keeping all project information in a single list, you address the concern of users having to check multiple lists for their project history. Additionally, you can control access to the SharePoint list by setting appropriate permissions to maintain privacy.

geoT3211
Copper Contributor
Feb 19, 2024
Asifa_Khan exactly, this is what I am trying to achieve. Do you know if there is any other way to resolve this issue?
- Asifa_Khan
  Copper Contributor
  Feb 19, 2024
  geoT3211 you need to ensure that each item in your SharePoint list has unique permissions. By default, SharePoint items inherit permissions from the list, but you can break inheritance and assign unique permissions to each item. Use a multi-person or group field for collaborators in your SharePoint list. Then, create a Power Automate flow triggered by the form submission. Then, Retrieve the list of collaborators from the form data in your Power Automate flow. For each collaborator, use the "Grant access to an item or a folder" action in Power Automate to provide them with read access to the item.
  
  Let me know if you need further assistance!
  - geoT3211
    Copper Contributor
    Feb 20, 2024
    Asifa_Khan although I incorporated the "Grant access to an item or a folder" action into my flow, the contributors still can't see the item I created. By the way, my flow runs smoothly, so I suppose this problem is not related to my flow or the way I use the "Grant access to an item or a folder" command.