Where to save confidential process information

[Anonymous]

Hello everyone,

I have the following issue. I am trying o build an app for the HR department with which we want to digitalize the processes of requesting and receiving reference letters. The workflow looks as follows:

1. A employee should be able to fill out a short form and request a reference letter.

2. The HR department should be notified about this and should then decide who the right person (often the manager of the employee but not always) is that can write the reference letter. The HR department should notify this person, e.g. the manger.

3. The manager should be able to use a form to report how good the employee has performed. The manger, however, also has to be able to see some information entered by the employee in the first form in order to make the performance evaluation.

Currently I have one app for the first step and another for the second step. However, I do not know how to propagate the information entered in the first app to the second app. I thought about saving the information that the employee enters and the manager later has to be able to see in an Sharepoint list, however, this is confidential information. This means that only the employee, the manager (chosen dynamically by HR) and HR should be able to see this information. Is there any other way I could save this information other than a Sharepoint List so that it cannot be seen by other people in the company?

Thank you in advance,

Lina

[Rohit4044041 · Accepted solution]

Can think of two options

1. If its canvas app, you can handle who can see which data. Datasource can continue to stay in sharepoint. You can hide default list view. This is more of just quick fix and hiding a stuff. Its not security feature. More like cat drinking milk with closed eyes

2. Second full proof option is, Use item level permission in sharepoint. So when item is save in sharepoint, you need power autoamte running behind the scene that will remove all exisitng acess and assign necnessary permission to HR.Manager and employee . Try to use SP groups for this(For HR access). For Manager and employee, it will be those individual users. You might need to use REST api for tailor permission

Below is one of the sample

https://blog.binarybits.net/item-level-permission-in-sharepoint-using-rest-and-power-automate/

Best of luck

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