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Roy_Drissen
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Re: List modification approval
EKIT415 Hi again, thanks for your reply and information. It was actually an nice case and made me reconsider some of my own flow designs. I will put this case in a vlog which am preparing. Some assumptions: A user must be able to create an item without approval A user must get an approval when he/she changes an item You as a list owner must be able to roll back to the previous values of an item Initial testlist Test user Athena and member of site (and therefore edit access to list) Me as owner (user Roy Drissen) having full control The list has a hidden column 'Approved' which is a boolean When owner modifies approval is not necessary Let's start I will let you take part in my thinking process. The solution with an old value column only really works when only 1 or 2 columns are in the scope of change. So forget about that one. So I though, let's use version history. Given above assumptions I started to make some 'code' for an automatic flow. You can get the major version using int(first(split(triggerOutputs()?['body/{VersionNumber}'],'.'))) Then I ran into several checks which are required to meet the conditions (red: assumptions mentioned above) Additionally Then I started to think : this wil become very complicated and probably need to make a locking mechanism to prevent other users to change the item involved. I am actually doing things which SharePoint can do for us. So I looked in the settings and check out the next settings: This comes close to the functionality you want, without programming anything at all. Users need to be familiar with versioning or you as an owner must restore the version. Additionally you can control who is able to see draft versions. I hope this is any help. Alternatively, if you want to resolve this in Power Automate you need to work with a duplicate list. One list you allow users to make changes via an instant flow (list is read only) Second list to keep track of changes by using the instant to copy draft items. This will require some special permissions and will become a bit more complicated. Any reflexions on this? RoyRe: Allow users to view/edit only thier list elements created using form
NicoleFallen luke050 Hope this helps: Preparations and assumptions regarding your case: - you are list owner and you want other users (everyone or a selected security group) to have access to items they created via a form. - the form involved is shared with everyone or a selected security group. Site preparation - Everyone can visit site - Add a permission level: Click on site settings click on 'Advanced permission settings', click on 'Permission Levels' Add a permission level, I call it 'Add only' Mark the next settings Your permissions should look like this List options and changes: - List options you do not have to change - You need to make unique permissions on list level and use the created Add only: click on 'List settings' Click on 'Permissions for this list' Stop the inheritance Once you have unique permissions, you remove i.e. the members or visitors (depending on your security scope). In this case I remove both: Now add a permission, in this example everyone: Now should make 2 flows: Creation flow that creates item based on form input (automatic flow, when form is submitted) Actuator flow to change security (automatic flow, when item is created) Creation flow should store user email (who triggered the form) in the item The Actuator flow should: - Only triggered when item is created (not modified) step 1: stop sharing item step 2: grant access to user based on userinfo stored in item (done in the Creation flow) Important, when testing with a test user (representing Everyone) you should use an InPrivate window or another profile in Edge Disadvantage of this approach is that there is a slight delay between both flows. For just a short time the item is accessibel for everyone. This is in most cases acceptable. Up to you. You want me to work this out in an example? Let me know if you still are struggling. Bye for now RoyRe: List modification approval
EKIT415 As an owner of list you are able to change the visibility of columns for users. This means you are able to store old values when a user changes the list, meaning only the columns you design to be visible. Let's have a simple example: List A have a Title column and OldTitle column. OldTitle is not visible to the user. Creation flow: If created approved then OldTitle = null. Change flow is an automatic flow when item is created or changed. - first check: is OldTitle null, if yes then cancel flow because the change flow was triggered by creation flow, if no continue - second check: if OldTitle = Title then cancel flow to prevent recursion. - thirdly: set approval, if yes then OldTitle = Title. If no Title = OldTitle If you give me more context I make the flow for you. It also depends a bit on your use case
