Power Automate SharePoint Permissions and Security - Grant, Remove, and inherit with Flow
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- Опубликовано: 23 дек 2020
- If you use SharePoint to store content or as a data source for your Apps then you need these actions to better lockdown your content. I show how to use the easy actions and then introduce a bit of Rest API fun at the end.
Power Platform training for SharePoint people at training.powerapps911.com 
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Brilliant Shane... Really appreciate what you did. Been your follower for a few years now. Keep up the good work!!!
Thanks a lot, Shane! You've always been an asset to the PowerApps community.
I appreciate that!
Yeeeeessss SO HELPFUL. Thank you! The reset to initial permissions is a lifesaver.
Glad it helped!
Great video! Love this quick video tips format! Thanks for sharing!
Glad you enjoyed it!
Shane this is AMAZING, thank you, thank you, and thank you!
Happy to help Wendy
Thanks again Shane, really useful. I use unique item permissions for drop down menu's in Power Apps to create role-based views. I'm all excited now to to try and build a front end interface for this in Power Apps to manage these type of permissions.
Awesome. Good luck
Thank you Sensei. Happy new years
Thanks Juan! 🐶🎉
I can just repeat you: that's pretty cool! Thanks!
Glad you like it!
Awesome tip! Thanks Shane!! 👊👊
You bet!
Great content mate! You have been crucial in my learning path with powerapps, now I’m taking it another level bringing some flow into it. I haven’t find any deep dive into those sharepoint http request here on the channel, noticed that you just mentioned a advanced powerapps videos where you go by those. Where I can find them?
Thanks for making this videos! 💪🏼
Hey Alberto - I haven't done any HTTP SharePoint videos here yet. The only place I have been brave enough to cover them was in my Advanced Class that is here. training.powerapps911.com/courses/advanced-power-apps-and-power-automate
Hi Shane, I am really enjoying your videos, and finding them useful. Thank you. As a long time SharePoint / Designer Workflow developer I find I continue to be confused about PERMISSIONS for Flow an for PowerApps. For example, how do we set up a Flow or a PowerApps app to update a list that the user cannot not (directly) contribute to? Do you recommend using a "service account" that will "own" the Flows and Apps? Can you point me to resource than can help my understand this, please? Thank you.
Love it! Thanks!
You are so welcome!
Thank you, Shane. These quick tips are really useful and help a lot to set dynamically all permissions needed...
I guess the flow should run w/ the credentials of the list owner to change permissions, so running it from powerapps would not give the expected results...
In that case, what would you recommend? trigger the flow directly from SharePoint triggers?
I'm loving this quick tip format!
Yeah, in my head the trigger would be when an Item is created and the creator/owner of the flow would be a list owner. 😀
Merry christmas 🎄🎁!
Merry Christmas right back at you David. Thanks! Did you see Chewy and I's holiday video? 😂 ruclips.net/video/YeL6ilhExY4/видео.html
Coooool Trainer...with coool Techniques..
Thanks! 😃
Nice one and it helps me, better watch this video speed at .75x bit Faster
Thanks 👍
Excellent video Shane, thanks for these brilliant quick tips. Is it possible to do similar to control granular access to specific columns (fields) on SharePoint Lists based upon specific values?
I don't think it is. 😐
Hi Shane. Great video. I am trying to achieve something similar to this. What I want is that every time a folder is created within a particular area of a sharepoint library, that it adopts a predefined set of permissions. In this case, I want to lock out a number of groups. Is this something that can be achieved with Flow? Any advice would be much appreciated!
Hi! Thanks for the tutorial. This is what I need. However, i'm wondering if there is a way to use another column than the "ID" column to manage accessess?
Oo thx 🙏🏼
Happy to help!
Shane, exellent video, as usual. I have implemented this to manage access to SharePoint documents and everything works great!. However, my employer has informed me that I am not supposed to be using the HTTP connector, and the use of this connector may soon be blocked in my environment. I have desperately looked for another way to restore the inherited rights to a SharePoint file without success. I would appreciate any suggestions.
Hi Shane! Any idea why I got error 403 when trying to use "Stop sharing an item or folder" the same way you did? I use it for stop sharing a list item as you.
I have already started seeing your channel. It is perfect channel . Can I ask you to make videos for teachers, that would be great.
Rami I try to make videos for everyone :) Can you give me ideas of what you would like to see that is teacher specific?🐶
@@ShanesCows thanks for your efforts all the time.
Basically, we give assignments to students. As a teacher, we need to make sure that:
1- the student submits the assignments on time.
2- If the student didn’t submit the assignment on time, then the teacher and the student counsellor should be alarmed.
3- If the students behaved badly during the class time, thin the teacher will be able to send a report email to the concerned counsellor
4- Students are able to ask questions about the assignment, and the teacher able to answer them.
5- …. And any other creative points ,
Please note that each student, counsellor and teacher has an email and we use MS Teams. Sorry for all these points 🐶
So many options to set permissions through Flow but is it possible to simply GET permissions on an item? I don't know why this seems to be so difficult to achieve. It seems like from a reporting need this would be a no brainer to be available but I don't see a way to do it.
Hi Shane, I really like your video. Is it possible, in powerapps when the user clicks on the submit button gives access to the SharePoint list and after updating or inserting the record remove the SharePoint list.?
Did you see my video on item level security? ruclips.net/video/vGSNrj82JcI/видео.html I think that is what you need.
Thanks, love it, is there a way to do approval dashboard app! Like the manager when open the app will see all his pending approvals from different lists.
I think I talked about it in this video ruclips.net/video/49O284deOAI/видео.html
Hi Shane,
thanks again for another great video. Is it possible with Power Automate to grant access to an entire SharePoint list (all items) to a single user?
I am pretty sure you can but you would have to call the REST API. I don't have a video on it but I am 100% sure it is possible.
@@ShanesCows Thanks for getting back to me. I got around it by creating a SharePoint Group with access to the SharePoint list.
I then created a flow using Send an HTTP request to SharePoint action to add the user to the SharePoint group.
Credit to
ruclips.net/video/8gBKTr3hmVU/видео.html
Hi, good video. Is there a way to use powerautomate to apply permissions to folders and site pages from a SharePoint list of permissions? The site is broken and if permissions are accidentally deleted, we want to reapply based on our permission list.
Many thanks for the great tutorial Shane :)
I have been searching for a way with Power Automate to provide a user site permissions on sharepoint (respectively add the user to a certain group) and not only provide item permission. Do you know how I could achieve this?
I think you would have to use the Group API. This video doesn't show you exactly that but should get you in the ball park. ruclips.net/video/rRnbe1CfQ30/видео.html
Thanks, this is very helpful! If I'd like to set up permissions for a file within a library, is that possible? and Could we do that to a person based on a list or excel file? (like, give access to this file, to this specific person in the same row). Thanks in advance!
This action should work on files also. Here is another video covering the same topic if that helps. ruclips.net/video/vkGzU2f0CWU/видео.html
Good teaching Shane, I wonder any REST API can remove permission of specific user of a SharePoint folder? I google it, but no luck so far
I would think it is possible but I haven’t done it so not sure. 😑
Thanks, Shane. is there any way to set access to folders that they create automatically inside of the document set?
I don't know about Document Sets. Sorry
Great video as always....I have groups based on content and want users to submit to a list for access, picking the content they want access too. problem is, I cant find where Flow will add people to a Group from a Sharepoint list. I have approvals running, so want to add this at the end. is it possible to add to a group?
You would have to use the rest api to do it.
Any ideas on how to manage these unique permissions with MS Graph?
Hello, i try to use this flow over a document library and a folder created automated using Powerautomate, but receive this message when i use Stop sharing an item or file- "The response is not in a JSON format". Can you help me? Thanks
Thank you so much! Can I grant permissions to a sharepoint group? Rather than individuals. I have about 3 groups of 15-30 people I need to manage the access on only their files in a shared library
This video will show you how to access SharePoint groups. It is harder but possible Power Automate SharePoint Groups with flow
ruclips.net/video/rRnbe1CfQ30/видео.html
@@ShanesCows you absolute legend! Thank you! 🙏🏻
Hi Shane, great video thanks! Can we use an http request to remove a user's permission from a single sharepoint list item?
Yes this video shows that I am pretty sure.
Hi Shane, would request a video from you on auto access to the user when a new item is created. This is required when you are creating a list with people to update the entries themself you give access also to them so If we have a flow that gives access to them in a particular group then it will help more.
Try this video that applies that concept ruclips.net/video/vGSNrj82JcI/видео.html
This video is very close to what i need but i want to grant permission based on emails from another list
Thanks for the video Shane. Is there any way to stop sharing a folder?
I haven't tried. What if you point it just at a folder. Does that work?
@@ShanesCows Thanks for the response. No, it doesn't work. I think it can be done using an HTTP request. I did not get time to try it out.
Great video! Is it also possible to grant access/share a complete site?
Not with an action but you could with the HTTP action
@@ShanesCows Hi Shane, could you please share some info more about it? I've been looking for a solution to grant access to the whole site only, beacause all the lists will be inheriting from it. Thank you in advance :)
How to add the users from employee type - F, P, A. So that those type of employees can access the list and its items. Instead of adding individual user name in the recipients tab.
Not sure. Sorry
Can permissions be granted like this to a microsoft group?
Check out this video where I talk about using a security group and managing from the app. ruclips.net/video/P-H_ULPN2BM/видео.html
how did you figure out that http post url ? 🤔 more interested to know that , much appreciated
I searched for SharePoint Online REST API and went digging through the documentation.
@@ShanesCows thanks for bringing it to us
are you a German?
I am not. Why do you ask? Did I do something in a very German way?
@@ShanesCows I thought I won't get a reply, but you did, you are a lovely person.
yeah you look kinda German so..nevermind :-)