Grant ITEM LEVEL Permissions on a SharePoint List ITEM with Power Automate

Do you need a way to grant item level permissions on your SharePoint List?

Using SharePoint List views are great—what if you want to hide certain items from certain users? Granting item level permissions manually is time-consuming and can be prone to errors.

In this video tutorial I’ll show you how to create an automation that will grant item level permissions to an Onboarding SharePoint task list item based on a Person column.

This automation will go through the entire list and adjust the permissions for each item so the user selected in the Person column will have the ability to only view the status of their own tasks.

IN THIS VIDEO:
✅ How to Grant Item Level Permissions in a SharePoint List with Power Automate
✅ How to Grant Read Access to Individual SharePoint List Items
✅ How to use the Manually Tigger a Flow Action
✅ How to use the Top Count to Reduce the Number of Items Returned
✅ How to use the Grant Access to an Item or Folder Action
✅ How to use the Concurrency Control for the Apply to Each Action
✅ How to Grant Item Level Permissions when a New Item is Created

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SKIP AHEAD:
0:00 Intro
0:44 Build the Flow
1:16 SharePoint List Permissions
1:38 Get Items
2:52 Grant Access to an Item
5:22 Optimize Your Flow
6:09 Grant Permissions When Item is Created

#sharepoint #sharepointonline #powerautomate #learnonyoutube #microsoft365 #microsoftpowerautomate #microsoftflow #powerplatform #productivityhacks #productivitytips #onboarding #workflowautomation

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[hamed]

again great video, i let the user to edit in the grant premission, how can i let the user add items to the list? with only seeing his own items? thanks :D

[brophy]

Once again, a brilliant video and just what the community and I need.
I have a sharepoint list with a column named Facilitators. It is a Person column type with multiple selection enabled.
How do I go about setting view permissions for the facilitators to only view items that have them selected in the Facilitator column?

When I try the same method and choose the facilitators column, I get the following error message:


Thanks in advance.

[EpicTriffid]

Amazingly helpful video! My question is what happens to an individual going to the list for the first time (i.e. they don't have any items with their name in yet)? I followed the video and removed the overall user group, so I'm wondering if when they go in, and they don't have the individual access to any items, will the list load at all for them, or will it give an access error?

[louisquinet]

Hello, thank for your video. It works perfectly, in my list the persons only can edit those where they are assigned as contact. But I would like that they still can add lines. How do I do this? Thanks!

[muhammedirshaad]

Is there a way to do this for Libraries?

[amarpreetkaur]

Hey can you please share the link of the video of how to create that “assigned to”sheet

[NigelKoolmees]

Great video, I do have a question though.

I applied these steps and now all my items based on a specific value are shared with the specific rows. So that works great. The thing is the users can only edit the items, but I cannot seem to find a way for them to add new items to the list?

Is the only possibility for them to add new items to share the entire list anyway?

[kenl]

Thank you for this video! Exactly what I'm looking for but I hit a few snags along the way.

On the part where you edit the permissions set to remove All Staff. I need to restrict view even among my own team in your case employee experience team members. However, when I delete that user group the person losses access to the page. Thoughts?

[CoxFamily-iboj]

My SharePoint site does not have a page approval option.

Is there a way in power automate to send an email to the admin for approval or denial of the publishing or modification of a site page?

[MaksimChepurko-xi]

Hi there,
After creating a row in the SharePoint list, using Power Automate, I created "Grant access to an item or folder" and set access to a new line of SharePoint List to the user. As a result, the user sees these lines in the SharePoint List, but cannot open them, the system writes "This application opens incorrectly. It looks like you don't have access to this app. Ask its owner to share it with you." Do you know how to fix that?

[blaschkesita]

Is there any flow to grand access to PowerApps?

[jl]

what if you need it to grant permissions based on email addressed from another list?

[Nackeds]

Hi, great manual. Keep going well :) But I have problem with edit, even if I choose roles "edit" person cant do any changes, Do u know where could be a problem?