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misc
Responsive Resident
Responsive Resident

Give permission to a group based on a column in a list

I have a powerapp in which reports are submitted to a SP list, each of these reports need to be shared with a variety of stakeholders depending on the type of report it is (Simply, if a report is labelled as 'Incident' is would be shared with the permissions group 'Incident', if a report is labelled 'Fire', it would be shared with the group called 'Fire' etc. etc.)

 

I have tried to provide these permissions in-app without any luck so I'm turning to Flow/Automate to see if it can solve my problem.

 

At the moment, there is a column in my list called 'Mailing', this lists the various permissions groups it should be shared with like this 'Incident; Fire'. 

 

Is there any way I can get a power automate to check that column for each name, and provide permissions to the respective permissions group? I know how to use the basic 'Grant access to an item or folder' but that can only be set to specific addresses rather than a group afaik

 

Any help is appreciated

1 ACCEPTED SOLUTION

Accepted Solutions

I worked out that by putting the whole Switch action in an 'apply to each' it did exactly what I wanted. Thank you for your help. 

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3 REPLIES 3
v-litu-msft
Community Support
Community Support

Hi @misc,

 

You could following these steps to approach that:

1. When an item is created or modified, check the Mailing value;

2. Use Switch action lead flow go to the corresponding group;

3. List Group members and grant access permission.

Screenshot 2020-12-11 143337.jpg

 

Screenshot 2020-12-11 143354.jpg

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hello,

 

Thanks for your response! I've given this a go and it half works - here's the issues I've come up against:

 

1) I cannot "List group members" because these are SharePoint Permissions groups not Office 365 groups - that's fine, I can just list the emails individually if there's not a way around this.

 

2) This only works if there is one group listed, if there are two, which show in the column like this for example: "Incident, BuildingOneIncidents" then the flow only looks at the first option in the list. Is there a way to Split the Switch (I know in PowerApps you can do a Split(Text, ", ") type function, not sure if this is possible here?) so it looks for 'Incident' and 'BuildingOneIncidents' separately, and adds those which match each option?

I worked out that by putting the whole Switch action in an 'apply to each' it did exactly what I wanted. Thank you for your help. 

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