Power Apps SharePoint List Security | Item Level Permissions & Folder Security with Power Automate

In this video we will explore the security & permissions needed to work with SharePoint as a data source for your Power Apps.
We will set item level permissions using a simple setting in SharePoint lists, we will create custom item level security using Power Automate flows, break permissions, grant permissions, reset role inheritance and more.
This is true security of data in SharePoint which PowerApps will respect.
This video includes both Power Apps & Power Automate to setup and lock down access to your SharePoint data.

✅ How SharePoint Permissions with Power Apps works?
✅ Working with 🔒 item level permissions in Power Apps.
✅ Set custom Item level permissions via Power Automate flows based on conditions.
✅ Flow to move item to specific folders dynamically & inherit folder security.

🔗 Blog Link - Power Automate – How to move SharePoint Online list items to folders

⬇️ Download flows to set permissions, break permissions & more:

Code for Trigger Condition:
@equals(triggerOutputs()?['body/Progress/Value'],'Completed')

Flow Approvals:

Dynamic approvers Power Automate:

SharePoint item level / folder level permission limits:

Flow Trigger Conditions:

Table of Contents:
00:00 - Introduction
00:34 - Create a Power App from SharePoint List
02:49 - Share Power App with Users
03:23 - Does user need SharePoint Permissions for Power Apps?
06:12 - Grant access to users (Edit, Read permissions) on SharePoint (Owners, Members Groups)
07:34 - Audience Targeting Vs Security of SharePoint data in Power Apps
09:25 - Item Level Permissions List / Library setting (Read data created by user & edit data created by user)
13:07 - Owners Group has full control (No Item Level Permissions)
13:59 - Set Custom Item Level Permissions to list items via Power Automate flow
15:06 - Create flow to set row security / list item permissions
21:56 - Flow Set List Item Permissions based on Conditions
22:35 - Set Folder Security
24:31 - Create flow to Move Items and Reset Role Inheritance (Folder Security)
33:12 - Subscribe to Reza Dorrani channel

#PowerApps #SharePoint #Permissions #Security

🤝 Let’s connect on social:

[g]

Great stuff Reza - Plenty of new tricks on item security and that item move nugget, wasn't aware of that one - thanks, have bookmarked Michel's blog!

Loads to consider for a current build - Many thanks 🙏

[wolfcompany]

Brother you are that "Indian" guy who can explain and concise the entire universe into one small cube! Its so easy to understand and the flow is perfect, thank you so much.

[rickthoward]

I too was about to abandon an approach until I saw this video; it was precisely on point. Thank you so much!

[evaldasilginis]

You cannot even imagine how useful your tutorials are for my current project :) Thanks a lot

[iandobbs]

I really thought I’d have to abandon my plan to use a list to allocate tasks to various individuals without them being able to see or access other people’s items - Until now! Thank you so much for this!! On to the next ‘list’ roadblock 😂

[chrisproctor]

True security is key when you don't want to have all the data accessible. Working with personal data, i've been wanting to grasp how to truly secure data and this video helped outline ways to do it!

[leonardofaydella]

Hi, nice video and great explanation.
But I think you had to be clearer on two things, which could be concerning for anyone using large lists.
1. Sharepoint has a limit for unique permissions, it depends on your administrator settings. But it’s around 5000 (optimal). As you reach this limit, you cannot break inheritance, nor grant access to users to list items.
2. The “Completed” folder procedure showcased in this video is a palliative to the issue mentioned above and it won’t work in large lists. The unique permissions limit works at a LIST/LIBRARY level. Hence, the “Completed” folder is also adding up to that limit in the list in general.

So final comment, as Microsoft recommends for SharePoint, you should use as few unique permissions for items as you can in lists/libraries in general.

A workaround to this, in case item level security is a priority, the only workaround seems to keep creating libraries/lists as you get closer to this limit. For example creating a new list every quarter, month, etc.

[nharzic]

This is such a help. I work in education and it can be tricky creating apps when you have to worry about clever students discovering the back end SharePoint.
One thing I noticed, If you select a view in the first step, (When an item is created > Limit Columns by View), you must make sure the 'Created By' field is included in that view otherwise Power Automate will not display that as an option in the 'search dynamic content' options.
As always, thank you so much for your great tips and advice.

[TheFunkBros]

You did it again Reza... you bailed my ass out again with a solution that cut my development in half and resolved an issue I made complicated. Thanks!!!

[simonball]

Reza - you are a true master. Another great video which provides solutions to what I’m trying to achieve in my work place.

Thanks for your continued work on this content! Many people owe you a lot; including myself.

[busyshah]

So concise and precise.
You really are a master of the subject matter.

Thank you for this.

[EuroWin]

Reza still a legend! I like how it covers the majority of use case scenarios. Great job!

[keinchiksan]

And here i was thinking i know everything about SP Lists... Thank you Reza!

[pawanmishra]

Hi Reza, Thanks for the video! learnt plenty of new stuff on item level permissions. This is what excites me about your videos every week (fundamentals to advance level concepts covered). Thanks again, have great week ahead.

[YoungbinLee]

SharePoint, I mean, Reza - you never stop suprising me! What is 'not possible' with SharePoint? This opens up so much possibility on what business solution I can offer. Great tip as always!

[josemariaroman]

Impresionante! So many of my doubts answered in a half an hour video. Thank you so much!

[marieraymond]

Reza, you are brilliant!!! Thank you for all the free videos you create for us. This has helped me get an app done.

[PedroTorres-ipsj]

Reza, can't express how grateful I am for your videos, this is just another masterpiece. Thanks to you I recently finished a power apps project on my own, and one of my great concerns was SharePoint list security. Definitely I'll put these tricks into practice.

I was wondering, how does security work on Dataverse tables when using my own Teams environment? By any chance do you have a video on that topic?

Thanks again!

[yukai]

Amazing information! I have been facing difficulties with the security settings. Thank you very much.

[noNumberSherlock]

Reza you just keep churning out amazing things. Definitely reached Power Apps Rockstar status. Thank you!