Microsoft List permissions

[jessica]

I have nearly finished digitalising our return to work and absence forms using Microsoft lists, Power Automate and Power Apps.

 

I have made a Power App which links to various Microsoft Lists. The various screens are filtered depending on who is logged in. For example we have a line manager approval section which will only show requests if the logged in person is the line manager to the person the request is about.

 

At the moment, if staff go to the Microsoft Lists app and search for the list (it is not shown by default in recent lists or my lists, it has to be searched for) they can see everyone's submissions. I can't limit permissions using the built in method as various staff need access to the items (Named person, line manager, HR, Cover staff, Head) and this changes depending on who the item is about.

 

Does anyone know how to either hide the list completely from the Microsoft Lists app so even searching for it won't bring it up? Would changing the name to something really obscure mess up the link to my Power Apps/Flows? This could be a temporary fix until I can work out the permissions.

Or alternatively, can anyone help with specific permissions for each row. The named person and line manager would need permission just to their items, these are in a person column in the list. The others would need access to all items (HR, Cover Team, Head).

 

Thanks in advance

[IRL]

I only use List through Sharepoint so I don't know if it's the same, but I've got Settings -> Advanced settings -> item-level permissions -> read items that were created by the user and create items and edit items that were created by the user.

 

I've got Override list behaviours, view items, view pages, open permissions on the HR staff so they can view everyone's lists.

I've got read permissions on all other staff and they can only see their own lists.

[jessica]

Thanks, I have tried doing this but I can't work out how to get line managers to only see the employee's they manage rather than all or nothing.

I also then run into the problem of the cover team being the creators of the Return to work items not the employee.

[clareq]

I have the below to tweak permissions on sharepoint items - you might be able to adapt it: