Forum Discussion
User access - item level permissions?
Dear all I have a scenario here where I would like to restrict the user access as following: 1. Member A create item X 2. ONLY member B/ C and D can view item X (and member A of course) and ...
You can use Draft Item security in this case
- List Settings > Versioning
- enable the draft items option
- set who can see draft items to approvers and the author
If you scenario is more complex e.g. different approvers per item, then you can use Power automate to set the item permissions
- List Settings > Versioning
- enable the draft items option
- set who can see draft items to approvers and the author
If you scenario is more complex e.g. different approvers per item, then you can use Power automate to set the item permissions
Thanks Steve!
Draft Item Security not really helpful in my case because after draft item is approved everyone still can see the item.
And yes my scenario is much complicated, I have 8 different countries in my region with 8 sets of different approvers, and I don't want them to see each other's country details.
How would Power Automate help in this case?
Draft Item Security not really helpful in my case because after draft item is approved everyone still can see the item.
And yes my scenario is much complicated, I have 8 different countries in my region with 8 sets of different approvers, and I don't want them to see each other's country details.
How would Power Automate help in this case?
- For more complex scenarios like this you will need to use Power Automate.
- Trigger the Flow when a new List Item is created
- Get Item Metadata
- Set Item Permission based on the region (I'm assuming you can determine this from the metadata)
- Send for approval
Note that you can set the default permission on the List so that anyone can add an item.
I have a video that shows some of this with Document Libraries. The concept is very similar for Lists https://steveknutson.blog/2019/09/21/flow-approvals-with-sharepoint-document-publishing/
I hope this helps 🙂
