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

[misc]

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

[v-litu-msft]

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.

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.

[misc]

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?

[misc · Accepted solution]

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.