Allow users to see certain Items from a list

[Dave373927]

Hi,

I am creating an app that allows users to submit personal contact details. I have imported their current details to a sharepoint list and the app searches through the list and if the current logged in user name is equal to the title it will then show that users details in a form. I have gave HR full control over the list so they can view all users details but I would like it so users cannot see others items in the sharepoint list or not see it at all. I thought of making a view that filters to current users but don't know how to.

Any help would be greatly apricated 

[fnanfne]

Hi @Dave373927

This should work as you described no?

You can create a List view, and then filter that list based off the logged in user's Full Name or email address. Like this....

Filter('SharePoint List',('Created By'.Email)=(User().Email), "ID")

The above should be put in the Gallery's Items property on the List screen, and will only show the user's own items they themselves created.

[Dave373927]

Cheers @fnanfne for the Response.

The PowerApp aspect works fine and nobody can see what they are not supposed to. I need it so users cannot see the sharepoint list by going to our sharepoint site and clicking site contents and finding the list and being able to look at the personal info

[fnanfne]

Ah gotcha!

You know what, I've had this question myself for a while now. I want staff to be able to access a list from PowerApps, but disallow access from SharePoint.

Alas, I don't know the answer to this question, but will follow this post in the hope someone else might!

[Dave373927]

@fnanfne Is there a way to prevent users from opening the list from the Sharepoint Website but allow them to read and write from a powerapp or hide it from Site Contents

[Dave373927 · Accepted solution]

@fnanfne I have found a solution. I have created two lists identical lists one called Datasource and Master for example. The Datasource list allows all users to contribute. Therefore can view, edit and add to the list. I have created a default view for that list that filters everything out so nothing can be viewed. E.G Name - 374598 (nobody's name is that so no results show up) all users cannot change or create personal views to see the contents so therefore the list is secure now. I then created a flow that triggers when an item is created in the Datasource list. The flow will then create an item in the Master List with the exact same details that have been submitted. The Master List allows certain users full control over the list and therefore can see all the data. Therefor normal users can not open and see the contents of the Datasource as everything is filtered out and they cannot change this and cannot see the Master List as they do not have any permission to do so. 

Sorry if this sounds confusing just let me know and I will try and help you. I wish there was an easier way to do this with custom permission but could find an obvious way to do so. This should be an added feature as I can see this being quite common. 

[fnanfne]

No that makes total sense! Yeah nice1, I also do this with another PowerApp I created. When a new items is created, it duplicates that to another list using the Patch function. However, IU do this within the PowerApp, so it won't work. However, in PowerAutomate perhaps! I would have thought there will still be some permission worries though, but sounds like you got it working.

[Dr0idy]

@Dave373927 This is only partially secure so be careful what you store using this method. If someone created a dispform?ID = [random number] url. They would still see the items form (assuming they guessed an ID correctly) as they still have access to all list items technically.

Another way would be if they used powerquery and retrieved the items from the list. All they would need for that is the site url.

One way to completely disallow permissions is to set permissions on item creation via a http request in Flow. This does have issues though as there are hard limits on numbers of unique permissions in a list. I have heard of people talking about setups where one list only contains item properties that are non confidential and then a second locked down list contains the full items. Filtering on list one can then retrieve items in list two via flow and principal user setup.