Set permission access to different groups of people

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Occasional Visitor

I have a SharePoint site which have people from different groups(more than 1 users). I would like to set permission so that they can only view their group's data. For example, in the SharePoint list, there will have entries from group A, B, C etc. Group A can only view Group A's data and so on. How can I configure it? 

3 Replies

You are looking at setting up a Power Automate flow of some kind to set permissions on items based on what group they are in or based on a value selected in the list when these list items get created / modified. It's pretty complicated and could be high maintenance but it's doable.

Here is a good blog covering a similar scenario: https://collab365.community/sharepoint-item-permissions-using-flow-part-1/

 

Edit: I think some new Flow actions to set permission have come out since this blog, so check for those to set permissions instead of utilizing http request it might be a little cleaner. 

Be careful with the unique Security Scopes you have in your list because you could hit the threshold defined by Microsoft in this regard: 5.000 per list/document library. In general, avoid as much as possible to configure granular security at the item/document level
I'll be super conscious of creating item level permissions in a list. Not because of the threshold, but because of management overhead and messy architecture. There has to be a better solution, for e.g. different list or even different site for each group. In both cases there are ways to roll up the lists in a single view at the parent level.