PowerApps Hide SharePoint List and remove it from Search
HTML-код
- Опубликовано: 2 авг 2024
- Learn how to remove your SharePoint lists so they don't show up from the SharePoint site, from Power Apps or Power Automate, and even as Search Results. Adding another layer of protection when using SharePoint as a data source. All of this done with a single flow action against the SharePoint Rest API.
Power Apps Consulting and training at www.PowerApps911.com 
Наука
In the past I always had to use a rest call to do this and was always worried about breaking things. This is much easier and explains it well! Thank you Shane! 😁
Glad it helped!
Thank you so much Shane, me and my senior was searching this for a long time. YOU ROCK (as always)
You are welcome.
This is what I was looking for, Shane !
I really appreciate your efforts. Thanks to you!
Tips:
+ Two underscores before the metadata.
+ If you want to recover the list, send an HTTP request with the same parameters, adjusting :
'Hidden':false,
'NoCrawl':false
Thanks for sharing
I so should have read this comment.
Great tips, thank you :)
Perfect timing on this Video. Getting ready to release an app and was worried about users going in and trying to edit in datasheet mode. Could take it a step further and create a list of lists with bool values and tie it to dynamic values in the flow to turn on and multiple lists at will.
I like the idea Greg 😀
Thank you for this! I'm exactly at this phase where I need to justify the the security of my app to my boss (for audit purposes) and this definitely adds to it.
Awesome!
Thank you so much Shane, My app has gone so far because of your tips and tricks. YOU ARE AWESOME!!
Appreciate that 😎
This is great information, and good to know I can do it through Power Automate (since Powershell has been a little wonky for me since switching to the latest version). When MS Lists first rolled out, the "Hide from browser"/"Hidden" option didn't seem to impact visibility in the Lists app, but checking some of my "known hidden" lists now, it seems like they closed that loophole. What's nice, though, is that if you "favorite" a hidden list, it will show up in the Lists app for you, but still be hidden from others.
Very cool Chad!
Double underscore!! Who'd have thought it - I really should subscribe and download the templates rather than copying from my screen. Another brilliant video Shane - thank you :)
Glad you got it working. 🤩
Great way to hide Document Libraries and List from SharePoint site :) Awesome possum. Thanks for sharing Shane 👍
My pleasure!
thanks Shane!
Using it right away in production.
Able to hide and unhide SP list when required. 👍
Excellent!
You rocks...a must to see for all powerapps makers who works with SP list like me
Thanks :)
WHAT I FOUND IS :
If the user has the right to create a page in SharePoint site and then if he creates one and if he wants to add component and where he adds the list, he will get access to names of all the List present in the SharePoint Site.
Awesome Shane, this is exactly what I needed right now. Thanks yet again
Happy to help
Awesome, thanks Shane. Just what I needed and easy to do.
Great help as always Shane! Worked perfectly first time
Great to hear!
This is what i was looking for. Thank you so much Shane!!!
Happy to help Nat!
AWESOME!!! - Also, easy to reverse by setting both "true" 's to "false" in the body
Yup. Nice point!
Hi, have you gotten the reverse to work? The reverse flow runs successfully, but the list remains hidden on my end 😥
Much awaited video.. Thanks
Most welcome 😊
Thanks for the video, great as always. Just tested this and noticed that it is important to write "IF-MATCH" and "MERGE" in uppercase characters. Otherwise you will receive an error stating the the "__metadata" (yes, you have to use two underscores!) parameter does not exist is the getByTtitle method!
Great tip!
I have spent a day troubleshooting this error. thought I posted a message here yesterday but - who knows... seems to have dissappeared. I could not solve this problem and even after realizing MERGE was "Merge"... still. but... THANK YOU FOR POSTING YOUR VERSION OF the _ _ double underscore... apparently mine was not the right kind of double underscore. Looked right but nope!!! a day of that garbage - and copying your tag - - worked. phew! if I wasn't clear... thank you again!!! and Shane - another great video as we were just looking to get this included in our "non-security" solution.... I'm still trying to figure out if there is a good way for better security solution to allow members to have access to lists (for powerapps) but NOT allow them to open them in Sharepoint. I know it seems weird but like you mentioned in one of your other videos about security... they might need access to the data (in formulas or other purposes)... i Just don't want them to see the raw data!!! But I digress. Thanks both of you!!! saved the day.
@@aliendb I have previously used a method to 'hide' a list from users in SharePoint that allows Power Apps to access the data. There are a few steps:
1. Set user access to the list to exclude the ability to create views on the list.
2. Make sure there is only one view on the list and set this to filter for something that returns no rows (I use ID=0)
3. Customise the list forms with Power Apps and remove all fields and replace with a label saying "no access" - this stops user from using EditForm.aspx etc.
I also create a personal view to show the data if I need to see it.
This doesn't stop a user viewing the data using Excel, or another Power App, but adds another layer of obscurity.
Thank you very much :) ""__metadata" (yes, you have to use two underscores!)" save my life this information :)
As usual your videos are excellent.
You can also do this in two steps without FLOW.
1. through the SharePoint designer in list settings Check the option - hide from browser
2. in list settings set Allow items from this list to appear in search results? NO
Thanks for sharing! :)
Can you please elaborate more on how to achieve this? I can't seem to find the Sharepoint designer in list settings
Hi Where i can see point number 2
Great video, I tend to hide lists using Sharepoint Designer (list/properties/hide from browser).
Great tip!
Thanks Shane, you helped me a lot today :) Keep up the good work
Will do, I appreciate the support.
Hi Shane, thanks for this video - great to know there's a quick way to do this instead of asking our IT support to run Powershell scripts. You asked is there another way to find this list and the answer is inevitably yes, as David McKenzie eluded to... PowerBI desktop > connect to the SharePoint site and you'll see all the lists hidden or not 🙁. Wish Microsoft could close that loop!
Ugh, that is annoying.
Great videos! loving those by the way. One quick question: will that also hide it from Delve? thanks
great explanation for the most needed scenario. Thanks @Shane
Happy to help
Hi Shane, a fantastic video again! I don't want to be off topic but I would like to ask what naming convention you use for control names in bigger projects? Do you follow Microsoft guide (btn: button, txt: textbox etc)? Maybe that could be a nice idea for another short video. Thanks!
Thanks. I do use btn and inp and dd for Dropdown and dp for date picker 😎
Hey Shane, perfectly good video, love your channel and all of your tutorials!
I have a question regarding the invitations of Microsoft List: In the past, if I added Users to my Microsoft List which holds the raw data of an app, I could deselect the notification of the user so that they don't get any mails about this list. Unfortunately today I found out that this is not longer possible and you will send an invitation mail to a new user every time you add them. Is there a work around solution to add user "secretly" to a list without any notification? Best regards, Robin
What I like to do is keep my data sets in a separate SharePoint and share only the custom lists without sharing access to the SharePoint. The users don’t get an invite when I add them. I think for the most part this keeps anyone from poking around and stumbling into the data and it’s dead simple. Makes keeping track of all of my data sources dead simple too.
Hi Shane, thanks for this quick but very crucial lesson! Just wondering if I want to hide multiple lists in a SharePoint, can I just use 1 flow with multiple Send an HTTP request to SharePoint actions? Your response would be greatly appreciated!
Excellent video
Thank you!
you're amazing
You are genius
Thanks
Brilliant as always Shane. Always makes me laugh to lol. Quick unrelated question, can you assign a mail enabled security group permissions to send on behalf of a shared mailbox?
I am not sure, I haven't tried. Sorry
Thanks Shane. But if the SharePoint form is made out of power apps and new link will open save / cancel
Option. If you cancel the form it will take you to the SharePoint list page. So anyway they can find easily.. is there any way to hide it?
Hi Shane, as always, great video! Quick question, most of this relies on remembering what the list was called or being able to spot it in a PS output. Is there a way to output the lists that have been hidden? That should give a much smaller list to search through if your memory is as shockingly bad as mine :-)
You could filter it. Hidden = true or something like that is returned on the data. If i remember Monday I will try to find the syntax but it is possible to find.
Awesome tutorial Shane! Quick one, wont users see the list name when they go ahead and open the app and the app prompts them to agree to connect to the data sources etc?
Yo @Shane Young and the following, do you think it seems like MS are investing in the Model-Driven app side of the equation? I'm worried that PowerApps Canvas apps features aren't being pushed forward as much as they could be...
although they have done a lot of the pro-dev deployment stuff (convert msapps file to code etc.), not so much on the general experience side...
hi Shane,
great video, useful as usual,
is it possible to hide multiple lists in one step?
You would have to just make the call one after another. :)
Great trick! Thanks a lot :)
One question though - how do I get to hidden list settings?
You need to use the url directly. Maybe un hide it and then save the url so you can get back later.
as always great video Shane.! Thank you! how to add multiple list to hide and hide it only to certain user group e.g. site visitor?
Sorry, I haven't tried either of those scenarios.
Hi Shane, thanks, this is super helpful! However, I cannot seem to reverse the post and set the values to "false", it still does not appear in my sharepoint site 😅 Any thoughts/ideas how to reverse it? I just tried changing the body to the following, the flow ran successfully, but the list is still hidden.
{'__metadata':
{'type': 'SP.List'},
'Hidden': false,
'NoCrawl':false
}
I wanna know too
Brilliant
Thank you
Hi Shane,
Thank you for the tip, I just finished building a large repeating table system with 2 SharePoint lists.
In the video you mentioned that if someone knows the full correct name of the list, they can use it as a data source in power apps, can the same be true for power automate?
Thank you
WHAT I FOUND IS :
If the user has the right to create a page in SharePoint site and then if he creates one and if he wants to add component and where he adds the list, he will get access to names of all the List present in the SharePoint Site.
Hello!
Thank you VERY MUCH for this great help !! :)
I have an additional question: is this way also possible with Sharepoint Folders ?...
Best regards from France !
no sorry - i mean libraries... :D
Amazing video as always! Although I did find that the POST method no longer works and I have to use the PATCH method. I don't know if that was something that changed when Microsoft changed the API?
Interesting. i will try to take a peek, not sure.
@@ShanesCows I’m starting to think it might be a region thing. I recently watched your video about converting date/times into the local style where you showed the code syntax is different. I’ve been noticing for a while that some of the syntax of a lot of formulae on PP that interact with the Rest API are very slightly different even when I copy an example from Learn.Microsoft. I’m in the UK so am starting to think the API language is localised. 🤔💭
got a 401 unauthorized, anything else needed to be done? thanks
hi shane more power on your videos, really helped me a lot, quick question how can i filter office365user to access by my closed group and only permit that closed group to my powerapps?
This video I talk about using Azure Groups ruclips.net/video/P-H_ULPN2BM/видео.html or this video SharePoint groups ruclips.net/video/rRnbe1CfQ30/видео.html
Great video as alway. Is there a way to prevent someone from getting Sharepoint data through an Access database?
I don't know... Sorry, haven't tried that.
Thanks you a million for this youre some legend! I have been trying in vain to leverage Sharepoint Permissions to deny access to Sharepoint List while allowing PowerApps access, and now this!! super! does it work for Excel files? i can't get it to call the excel file, Help!
Hi Shane, as always, great video, and implemented same in few solutions. But for SharePoint search, using Flow, Search API, Search is not returning data, As scheduled crawl not considering the hidden folder. How to handle this use case? Thanks.
Not sure, I haven't tried to get the hidden folder to search.
Hi Shane! Love your videos.
How do I unhide the SP list?
Run the http action again but change the hide property from true to false.
@@ShanesCowsbut when you run this flow again, action 'get all lists and libraries' doesn't return any lists because you've hidden them
I normally create my lists and break off permission to the main site. Then only give people access to the list itself (with reduced view options depending on the data). From testing it seems that the site level security stops them from accessing the list but might need to retest!
I like it. 😀
Lucky to get this video. Thanks for sharing. How to make the list back to visible is to change the true to false. Correct me if I am wrong
@shane you are often asking for suggestions for ideas for videos. We have a real issue with MS Forms not allowing externally shared forms to upload attachments. Can you suggest anything with flows/apps?
I don’t have any good answers for that challenge. 😔
I used the second step to get the list that i was hiding and the flow worked succesfully. But even tho I was able to find the name of the list via the search function, the list didn´t show up on SharePoint again. Is there a way to make a list visible on the SharePoint navigation and site content again?
Was there a new Power App update recently? I noticed I can now edit an excel sheet from a power app, while the excel sheet is still open. Thanks!
I heard they were changing it but not sure how the rules with Excel changed.
Yes, it has been changed. You can also access excel files in a document library. 👍🏻
Hi Shane, is it also possible to use the same method to hide the Recycle bin from appearing in the quick launch navigation for instance?
Sorry, I am not sure. But it is worth a try.
Hi Shane, Does this hide work with the lists app? Found it to be tricky because it uses programmatic access to the lists. I found it to work for a while and then the lists came back again. What I found that works and no credit to me for it. Set up a custom permission level for your users accessing the app. Remove the view application page permission. That means if you know the url it won't display gives you an error. ;) Bit of an admin task.
You can also amend all the views to all items remove all the list items from view.
Also if you need to search on a list in the app and it is removed from search index does search still work inside? not sure on that one not been able to test.
Which ever way you look at it users need programmatic access. Same with any data source if you know what to do you can get to data if you have access.
Hey Phil - For Lists another commenter (Chad maybe?) said that this was working with Lists for him. Seemed like he had done some testing so might ask him. I think if you remove the list from Search then search is gone but didn't test. 😀
Hi Shane! I may be a little late to the party on this and not sure how to proceed. I have my Sharepoint list which includes some sensitive information on my items. I only want my co-workers to only see a specific view. I added a web part to my SharePoint page and removed the hide the Command Bar and "See All" option so they can't change/edit/add views and gain access if they wish to this sensitive info. However, they now can't export the list which is necessary. Is there a possible work around so I can restrict their access but still export to Excel?
They only sure fire answer is to set Item Level Permissions. ruclips.net/video/vGSNrj82JcI/видео.html
@@ShanesCows Ok, so if I understand correctly there is no way to restrict users from creating their own views or switching views on the SP list? I want them to have access to the items (new employees), but not all the columns on the items (i.e.; salary)? I tested with a "View Only" permission for the list and the test person was still able to gain access to create their own view and was able to select the columns they wanted.
Does preventing the search crawl affect "Filter/Search" in PowerApps?
It does not.
Does this also hide it from Power Query (Excel and Power BI)? I use a different way of hiding the data from users, but this is easier and better. Thanks Shane
I am not sure. Will you check and let me know? 😀
@@ShanesCows Didn't hide the list in Power Query in Excel (so suspect same in Power BI). These are read only so user can't change or add to the data, but suspect it doesn't hide from Access (sorry, I don't have Access to check)
@@davidmckenzie1889 @Shane Young any update on this one as it is an issue
@@ShanesCows Any update please on how to hide from Excel and Power Bi ?
WHAT I FOUND IS :
If the user has the right to create a page in SharePoint site and then if he creates one and if he wants to add component and where he adds the list, he will get access to names of all the List present in the SharePoint Site.
Hi Shane. This solved a big issue for me. Thank you!... Only... How do I undo it? 😞... I assumed I'd change NoCrawl and Hidden to false in the flow and the list would magically come back... and it didn't... I got the poison but not the antidote! 🙂. Thanks again!
Update: after tinkering a bit with it I was able to restore the list but also, unfortunately, wasn't able to hide the list again. Here's what happened: changed Hidden and NoCrawl properties to 'false' in the flow and ran it. Links to the list that were used in the site still gave '404 NOT FOUND' error, however now the list could be found in Site Contents. Copied the url from there and replaced it in the links on the site and everything went back to normal only, when I changed Hidden and NoCrawl back to 'true' and ran the workflow, the list disappeared from Site Contents but any links published on the site will still work and take user to the list... It's like the flow stopped working...
That is super weird. I have been able to toggle from True to False without issue. I do it all of the time. Not sure why it isn't working fo you :(
Can we hide the list only for few users with help of powerapps and powerautomate? Please help
Not that I know of.
Is someone getting this error? For both POST and PATCH
Parsing JSON Light feeds or entries in requests without entity set is not supported. Pass in the entity set as a parameter to ODataMessageReader.CreateODataEntryReader or ODataMessageReader.CreateODataFeedReader method.
Shanne, please, i'm getting this error message: The property '_metadata' does not exist on type 'SP.List'. Make sure to only use property names that are defined by the type.
That is usually a typo. Check your URL, headers, and then all of the JSON. It is two __ not one. That may be your challenge.
I got the same error. I eventually just removed '__metadata': {'type': 'SP.List'}, from the body and it worked.
Does this also hide it from MS Lists Overview? Any chance to hide it there?
I haven’t checked but I would hope so.
How can you hide the lists in the Microsoft lists app? This looks like it hides from the site contents, but I'm not sure if this still shows in the lists app or not?
Never mind - for anyone with this question, it looks like it does hide it from lists but it takes 20 minutes or so to synx with the change in settings.
I'm not expert as I had this question just one hour ago, but my test lists for this scenario are not searchable or visible in Microsoft lists app now either.
Thanks for sharing. 😀
@@ShanesCows No problem Shane, really enjoying the more intermediate and advanced type stuff lately. This video and others on security you've posted lately have helped out a lot!
I couldn't understand why it wasn't working for me. There is a double underscore before metadata!
Reading comments below, how do you reverse this? Apparently setting Hidden and NoCrawl to false does not work.
I have the same issue regarding reversing it, would be so convenient to simply change the "true" values to "false"
@@robertmcghee6815 One of the comments below explains how to do it with SharePoint Designer.
What web browser is that with the open tabs on the side?
The new version of Edge. It is a setting now to have vertical tabs. 😎
@@ShanesCows it's gorgeous! Love the content sir!
I get an error when I run the flow: "An entry without a type name was found, but no expected type was specified. To allow entries without type information, the expected type must also be specified when the model is specified". :(
Sorry Wayne, I have never seen that error. Not sure why you got it.
Will this work for Document Libraries too?
I am 99% sure yes.
@@ShanesCows Great thanks Shane. Love your videos :)
Hey Shane, thanks for sharing.
Is this http request currently working? I tested it and get an error code 400: an entry without a type name was found......
So the 'type' SP.List in the body is right entered. Could you check it?
I received the same error. Any update?
My flow ran successfully but my sharepoint search was able to find the list. Any suggestions?
Does anyone know how to hide or remove a gallery record from a button submit without it being removed in share point list?
Filter is your best option. Filter(datasource, hide = "Yes") then set the column hide to yes when you want to hide it.
@@ShanesCows so I’ve added a column that is completed which is yes or no in my sharepoint list and added the formula but it’s not hiding the record in the gallery is this what you meant to do or have I missed something sorry I’m a novice at this atm?
I'm very new to Power Automate. I followed your steps but I'm getting the following error message when I run my flow: "An entry without a type name was found, but no expected type was specified. To allow entries without type information, the expected type must also be specified when the model is specified." I've retyped the text within the flow several times to no avail. Any idea what might cause this?
In front of metadata there are 2 underscores :)
@@eupascani That's it!!! Thank you so very much, Avel Stefan!
I followed this example but my SharePoint list doesn't hide. I'm a site owner and created the list. Why would t it hide?
I am not sure, I would check your Body again and make sure it is all correct. I have never not seen this work.
Worked like a charm and hid items from MS Lists in the SharePoint App bar - BUT my Power Automate can't find the lists! Help?
NVM - used the list ID to find them. duh
WHAT I FOUND IS :
If the user has the right to create a page in SharePoint site and then if he creates one and if he wants to add component and where he adds the list, he will get access to names of all the List present in the SharePoint Site.
Someone got some sun.
Yeah. Kid's soccer matches. I put on sun screen TWICE still didn't matter. UGH. 🌞
🐶
Hi Team, sorry but this does not work for me :( I keep getting " An entry without a type name was found, but no expected type was specified. To allow entries without type information, the expected type must also be specified when the model is specified." I've double checked, triple checked all my code, but alas to no avail :( Could my admin have stopped me somehow?
OMG- I did not put a double underscore "__metadata" I'm so ashamed!!
@@mrstevennewmanEDU Don't be, this really helped me. I was trying to find what went wrong and finally I found this comment. Thanks!
@@lakshminarayananr2992, see failure is not always a bad thing. Sometimes we need to share our mistakes as it helps others. Glad mine helped you :)
Thanks for sharing. 😀 I agree no shame in making mistakes. Glad you got it fixed.
out of four list, not working on two list
Not sure why, it has always worked for me. 🫤
@@ShanesCows thanks for your replay. List is not appearing in site content or in search bar, but appearing in left side navigation bar. I have removed it manually. Problem solved. Thanks for your great video and support.
I am getting this error message :
An entry without a type name was found, but no expected type was specified. To allow entries without type information, the expected type must also be specified when the model is specified.
clientRequestId: 6bbde2ac-2497-4a3d-9181-676c9d2c9315
serviceRequestId: 0cdc7aa0-6035-5000-9fb1-8a889f1f6c92
Please help :(
I am not sure, sorry.
Invalid JSON. The property name '' is not valid. The name of a property cannot be empty.
clientRequestId: 5fb30e74-cb53-4488-ae24-e37b2a69d2db
serviceRequestId: 6e63bda0-d0dc-6000-bb5b-ad33a039678a
I am getting this error. Can resolve it please