Item level permission in SharePoint using REST and Power Automate

March 9, 2021 / Kannan / 0 Comments

Sometimes when an item is created we might need to set item level permission for those items. Fortunately, SharePoint’s REST API can help with this and Power Automate / Flow supports SharePoint HTTP calls.

First the basics of how this works

Step 1 is to identify to whom the permissions should be granted to. It can be either a person or a group.

Step 2 is to identify what kind of permission i.e. role should be granted.

Step 3 is breaking the inheritance.

Step 4 is assigning the permission.

Second is knowing the supporting APIs to gather the information

Step 1: To whom the permission should be granted?

Individual user

To identify the individual user the following API can be used. Commonly everyone relies on e-mail ID so lets take that as an example

URL: _api/web/SiteUsers/getByEmail('email@domain.com')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_User_Id')['d']['Id']

Site Group

To identify the site group the following API can be used.

URL: _api/web/sitegroups/getbyname('Group Name')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_Group_Id')['d']['Id']

Step 2: What kind of permission?

This is defined by the role definitions available in the site. The following API will help in identifying the role definitions and their ID.

URL: _api/roledefinitions/getbyname('Full Control')
Method: Get

When you use Power Automate, make sure to extract the ID and place it in a variable.

body('Get_Role_Definition_Id')['d']['Id']

Step 3: Breaking the inheritance

For this first thing is we need to identify the target for which the inheritance should be broken. In the following example it’s a list item.

URL: _api/lists/getByTitle('<List Name>')/items(<Item ID>)/breakroleinheritance(copyRoleAssignments=false,clearSubscopes=true)
Method: POST

Example:

URL: _api/lists/getByTitle('Test List')/items(1)/breakroleinheritance(copyRoleAssignments=false,clearSubscopes=true)

Step 4: Assigning permission

As said before permission can be assigned to an individual or a group. The following API will help with that

URL: _api/lists/getByTitle('<List Name>')/items(<Item ID>)/roleassignments/addroleassignment(principalid=<User ID or Group ID>,roledefid=<Role ID>)
Method: POST

Example:

URL: _api/lists/getByTitle('Test List')/items(1)/roleassignments/addroleassignment(principalid=10,roledefid=1073741829)

Following is the list of out of the box role definitions which I came across in the internet

Useful URL

You can refer the following URL which has code example to use REST api.

Set custom permissions on a list by using the REST interface

#Power Automate#SharePoint Online