Library access management

[TomA1]

Hi all, 

As a part of a project, I am trying to update the "Created by" row in a library (not a list). 

We have a ticketing app that runs through power apps. We are able to id the requester via the windows logs. 

We have the requester's name coming in the "Created by" row in the list but not in the library as it will be filled in with the flow's creator name. 

We are willing to achieve this : 

1) requester creates a ticket in the app ==> ok for us so far

2) This generates a folder (in order to store the potential attachments) + a list entry (activity monitoring purposes) ==> ok as well

3) Modify the "Created by" row in the library from flow owner to ticket requester

4) Give access to this folder only to the requester + a specific users group. 

I heard that there's a permissions inheritance issue which has to be broken first. 

Disclaimer : I am no coding expert. 

Many thanks in advance for your help and reply & I wish you all a nice day. 

Regards

[Expiscornovus]

Hi @TomA1,

For step 3 I would suggest to have a look at this article from @tom_riha:

https://tomriha.com/how-to-change-sharepoint-item-author-created-by-with-power-automate/

For step 4 you should be able to use the permission or Send an HTTP request to SharePoint actions. Have a look at these articles for that part of the setup:

https://tomriha.com/how-to-add-permissions-to-sharepoint-group-with-power-automate/

https://tomriha.com/manage-sharepoint-item-permissions-without-http-requests-in-power-automate/

[RobElliott]

@TomA1 once you've investigated the links @Expiscornovus provided do mark his post as an accepted solution as the Tom Riha method is the best way to do what you want. I use it to change the creator of each of our news stories in the Site Pages library from me to the contact on the page itself. I trigger this from a JSON-formatted button in the library. It works very well.

Rob
Los Gallardos
Intranet, SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)

[TomA1]

@Expiscornovus @RobElliott , 

Thanks to the both of you, the solution you suggest is really close from what I've found already, it's just a bit tricky for a non-dev to code that out 🙂 

@Expiscornovus in tom riha's flow, it seems that he works on a list, not a library. Should I "just" switch from list to library in the URI to do the trick ? (in the Send HTTP request action)

Once again, thanks for the help you provide. 

Regards

Tom

[Expiscornovus]

Hi @TomA1,

The GetbyTitle method used should be able to accept both List and Library names. So, it should also work with your library name as well 😁

[TomA1]

@Expiscornovus Hi Expisconovus, not yet so far , I think it's the right method, I might lack some knowledge though. Colleagues of mine in the IT team are also working on it, I'll keep you posted once the solution works. 

Step 3 is definitely the biggest issue. 

[TomA1]

Hi @Expiscornovus , we've taken a different path on our project, we've created one library & one SP group per dpt, requester then selects his dpt in a drop down list on the app, permissions are managed by group, we break inheritance from the site and map what we need per group/library. Maybe not the most efficient or the cleanest solution but works. Continuous improvement shall arrive afterwards. 

Regards