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Managing SharePoint Item-Level Permissions with Microsoft Flow

Managing SharePoint Item-Level Permissions with Microsoft Flow

 

Timlin had the opportunity to create a knowledge management system for a client using SharePoint Online. One of the requirements was to use item level-permissions to control access based on metadata. We used Microsoft Flow to satisfy this requirement and provide the client with a low-maintenance process along with tracking and visibility.

The Setup

To get started, a Document Library entitled Articles was created.  The library contained metadata to indicate Visibility, as well as a lookup to a Department’s list. The Department’s list was a list of each of the company’s departments, with an additional Text column to store the AD group associated with that Department.

The rules to be implemented were: If the Visibility is Public, grant everyone access to see the document.  I