Allowing Users to View and Edit SharePoint Records Created by Others in PowerApps

[Bambula]

Hi everyone,

I have created an Offboarding app that creates records in a private SharePoint list, which all employees will be using. The application is designed so that each person must fulfill their role in the offboarding process. However, I do not want everyone to have access to the private SharePoint list, but I want the records to be visible to the relevant person.

For example, if the offboarding process is initiated for me, it will trigger my squad lead to complete their part, after which the second part of the application will be sent via email. My project manager then needs to enter until when I am needed on the project. However, I am unable to see the data on SharePoint, and it says "getting your data."

I followed the steps suggested in this thread (https://powerusers.microsoft.com/t5/Building-Power-Apps/Prevent-people-from-accessing-SharePoint-lis...) to prevent users from accessing the SharePoint list directly. However, this approach prevents users from editing records created by others, even if the record concerns them.

In addition, I need each record to be visible to all users who create or edit the record, as the record needs to be displayed to all actors involved in the offboarding process. All users who create or edit the record must also be able to edit it through the application.

Is there a way in SharePoint to allow all users who create or edit a record to view and edit it without giving them access to the private SharePoint list?

Thank you in advance for your help.

[#2 · Accepted solution]

@Bambula You cannot update the SharePoint list from Power Apps if you don't have permissions on it.

For you requirements, you have to use the item level permissions, you can break permission inheritance for list item using Power automate flow and based on the status of list item, you can grant permissions (read/edit) to different users as per your requirements.

Check this thread for some information: Site Sharing, List to show users only their created by items however show list items to all employee... 

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