Small Tips and Tricks – Power Automate – Manage list item and file permissions with Power Automate flows – Grant access to an item or a folder – Demo

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fig : Power Automate - demo of an SharePoint action - "Grant access to an item or a folder"
fig : Power Automate - demo of an SharePoint action - "Grant access to an item or a folder"

Hi All,

Greetings for the day!!!

In one of the last article we discussed – how to stop sharing an item or file – Small Tips and Tricks – Power Automate – Manage list item and file permissions with Power Automate flows – Stop sharing an item or a file

Continuing this series today we will discuss – how to grant access to an item or a folder. This is one of the easiest way to give permission to set of users to respective an item or a folder

We have Power Automate action – Grant access to an item or a folder

SharePoint List

Before going depth in Power Automate lets have a SharePoint list with one item having Id 1 as

fig : SharePoint list - with one item having Id 1
fig : SharePoint list – with one item having Id 1
  • Lets verify the permission on List
fig : SharePoint List - verifying the access to the list item
fig : SharePoint List – verifying the access to the list item
  • If we notice only one user – Prasham Sabadra has access.

Power Automate

  • For demo purpose we will create “Instant cloud flow“
  • We have an action – “Grant access to an item or a folder“
fig : Power Automate - SharePoint action - "Grant access to an item or a folder"
fig : Power Automate – SharePoint action – “Grant access to an item or a folder”

This action “Grant access to an item or a folder” requires following parameters

  • Site Address – SharePoint site URL
  • List or Library Name
  • Id – The item or the file identifier for which to grant access
  • Recipients – The recipients whom we want to grant access
  • Roles – The permission role you want to grant – either “View” or “Edit“
  • Message – Text which we want to share with recipients. This message will appear in email body which will be sent to respective recipients
  • Notify Recipients – Whether we want to notify user or not. If yes email will be sent to respective recipients
fig : Power Automate - SharePoint action - "Grant access to an item or a folder"
fig : Power Automate – SharePoint action – “Grant access to an item or a folder”
fig : Power Automate - SharePoint action - "Grant access to an item or a folder"
fig : Power Automate – SharePoint action – “Grant access to an item or a folder”
  • Lets test the flow.
  • Make sure flow executed successfully as
fig : Power Automate - executed successfully - Input of the action "Grant access to an item or a folder"
fig : Power Automate – executed successfully – Input of the action “Grant access to an item or a folder”
  • As flow executed successfully, lets check the permissions on respective List
fig : Power Automate - Granted permission to the user "Prasham1" using an action "Grant access to an item or a folder"
fig : Power Automate – Granted permission to the user “Prasham1” using an action “Grant access to an item or a folder”
  • From above fig, user “Prasham1 Sabadra” got the “view” access to the respective item
  • We will check the email of user “Prasham1 Sabadra”
fig : Email received by respective recipient
fig : Email received by respective recipient

Limitations of the action – “Grant access to an item or a folder”

  • This action does not support granting access to External Users

Complete flow

fig : Power Automate - demo of an SharePoint action - "Grant access to an item or a folder"
fig : Power Automate – demo of an SharePoint action – “Grant access to an item or a folder“

Thanks for reading ! If its worth at least reading once, kindly please like and share !!! SHARING IS CARING 🙂

Enjoy the beautiful life !!! Have a FUN !!! HAVE A SAFE LIFE !!! TAKE CARE 🙂

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Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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