Managing Permissions in SharePoint-Connected Apps

Managing permissions in SharePoint-connected apps is an essential part of ensuring that users and services have the appropriate access levels to interact with data stored in SharePoint. When building or deploying applications that are integrated with SharePoint (such as Power Apps, Power Automate, or custom SharePoint-hosted apps), you need to manage permissions carefully to control access to sensitive data and to adhere to security principles. This guide will walk you through the entire process of managing permissions in SharePoint-connected apps.

Step 1: Understanding SharePoint Permissions

SharePoint permissions are based on a hierarchical model that includes site-level, list-level, and item-level permissions. These permissions allow you to control access to SharePoint resources such as:

Sites: The overall SharePoint site or collection.
Lists: Specific SharePoint lists or document libraries within the site.
Items: Individual items within a list or documents in a document library.

SharePoint permissions can be customized and applied in granular ways based on the principle of least privilege, which means providing only the necessary permissions for users or applications to perform their job.

Step 2: Types of Permissions in SharePoint

There are various permission levels in SharePoint, which determine what actions users or apps can perform. These include:

Full Control: Allows users to have complete access to all site features, settings, and resources.
Design: Allows users to design and customize the site, including modifying lists, libraries, and pages.
Edit: Allows users to add, edit, and delete items within lists and libraries, but does not allow site-level changes.
Contribute: Allows users to add new content and edit items in lists and libraries but does not allow deleting items.
Read: Allows users to view items and documents in SharePoint, but not modify or delete them.
View Only: Allows users to view documents but does not allow any editing or downloading.

Apps also have special permission levels that may be granted. These permissions are granted depending on the scope of access required by the application. For instance, a Power App might require Read or Contribute permissions to interact with a SharePoint list.

Step 3: SharePoint Permissions for Connected Apps

When you create a SharePoint-connected app (like a Power App or custom SharePoint-hosted app), you must determine the permissions the app needs to interact with SharePoint. These permissions can be set in various ways, depending on the type of integration and app architecture.

1. Using Azure Active Directory (Azure AD) App Registration

For external apps or services, such as custom applications or Power Automate flows, you may need to configure Azure Active Directory (Azure AD) to handle authentication and permissions. This involves registering the app with Azure AD and configuring API permissions, such as Microsoft Graph API or SharePoint-specific APIs.

Steps to configure Azure AD for SharePoint-connected apps:

Register the App in Azure AD:
- Go to the Azure portal and select Azure Active Directory.
- Click on App registrations, then click New registration.
- Provide a name and redirect URI if needed for your app.
- Upon registration, you’ll get the Application (client) ID and Directory (tenant) ID.
Set API Permissions:
- In the Azure AD app registration, go to the API permissions section.
- Choose Microsoft Graph or SharePoint API and add appropriate permissions. For example:
  - SharePoint Permissions: Sites.Read.All, Sites.FullControl.All, Lists.ReadWrite.All, etc.
  - Microsoft Graph Permissions: User.Read, Group.ReadWrite.All, etc.
- These permissions can be assigned as Delegated Permissions (for signed-in users) or Application Permissions (for the app itself).
Grant Admin Consent:
- After setting the permissions, an administrator must grant consent for the app to use those permissions on behalf of the users.

2. Using SharePoint API Permissions

For apps that directly integrate with SharePoint through its API (e.g., SharePoint REST API, CSOM, or SPFx), you must ensure the app is granted the correct permissions to access SharePoint resources.

SharePoint Site Permissions:
- When your app is connected to a specific SharePoint site, you need to configure permissions at the site level.
- You can set permissions for SharePoint lists and libraries directly within the app’s interface (for example, when using Power Apps or Power Automate to integrate with SharePoint).
Grant Permissions to the App:
- Use the SharePoint App-Only permission model for scenarios where the app runs without a signed-in user. These permissions allow the app to interact with SharePoint without the need for a user context.
- For App-Only permissions, go to Site Settings > Site Collection App Permissions and grant the required permissions.

3. Using SharePoint Designer for Custom Apps

If you’re developing a custom SharePoint-hosted app or using SharePoint Designer, you can manage permissions at the site or list level directly.

Open SharePoint Designer and connect to the site.
Navigate to Site Objects > Security > Site Permissions.
Assign appropriate permissions for the app based on what it needs to access (e.g., specific lists, libraries, or features).

Step 4: Managing Permissions in Power Apps for SharePoint

Power Apps integrates seamlessly with SharePoint, allowing you to create applications that interact with SharePoint data. In Power Apps, you must configure the correct permissions to ensure that users or the app have the appropriate access levels.

1. Connecting Power Apps to SharePoint

When you create a Power App that interacts with SharePoint, the first step is connecting Power Apps to SharePoint.

Open Power Apps, select Create a new app.
Choose SharePoint as the data source.
Provide the URL of the SharePoint site and select the list or library you want to interact with.

2. Managing Permissions for Users in Power Apps

Once Power Apps is connected to SharePoint, you need to ensure users have the right permissions to access the SharePoint resources that the app uses. Permissions are determined by the SharePoint permissions of the user, as well as any additional app-specific permissions you set.

Steps to manage permissions:

SharePoint List Permissions: Ensure that users have appropriate permissions (e.g., Contribute or Read) on the SharePoint list or document library the app interacts with.
App Permissions: The Power App itself may require Read, Write, or Contribute permissions to manipulate data in SharePoint. If using Power Automate, ensure that the flow has the correct permissions to interact with the SharePoint data.

3. Setting Permissions for Users in Power Apps

You can manage user permissions within the app through its user roles. For example, you can control visibility of specific fields, forms, or screens based on the user’s role or SharePoint group membership.

Use Role-Based Security in Power Apps to limit what different types of users can see or do within the app.
Use If() Statements and other logic to hide or show specific elements depending on user roles.

Step 5: Managing Permissions in Power Automate for SharePoint

Power Automate (formerly Microsoft Flow) is commonly used to automate workflows and processes that involve SharePoint data. To successfully manage permissions for flows interacting with SharePoint, follow these guidelines:

1. Connecting Power Automate to SharePoint

When creating a flow in Power Automate that connects to SharePoint, you must establish a connection to the SharePoint site or list.

Open Power Automate and click on Create.
Choose a trigger, such as When an item is created or When a file is created.
Add the SharePoint connector and select your site and list.

2. Assigning Permissions to Flows

For flows that interact with SharePoint:

Delegated Permissions: The user who runs the flow must have the required permissions on the SharePoint site or list (e.g., Edit, Contribute).
Application Permissions: In cases where the flow operates without a signed-in user (e.g., automated service account), ensure the app permissions are granted using Azure AD app registration.

3. Managing Flow Permissions

You should also configure permissions for the flow owner, collaborators, and users who will be able to trigger or execute the flow:

In Power Automate, click on My Flows.
Select the flow you want to manage and click on Share.
Choose users who can view or edit the flow, and assign appropriate permissions (view, edit, or manage).

Step 6: Best Practices for Managing Permissions in SharePoint-connected Apps

Least Privilege Principle: Always assign the minimum permissions necessary for users or apps to perform their tasks. This minimizes the risk of unintended data access.
Use Groups: Instead of assigning permissions to individual users, use SharePoint groups to manage access. Assign permissions to groups and add users as needed.
Regularly Review Permissions: Periodically review permissions to ensure that only the necessary users have access to sensitive data.
Use External Sharing Carefully: If your SharePoint-connected app requires external sharing, ensure that external users only have the required permissions and access to specific data.
Monitor Activity: Regularly monitor SharePoint activity logs to track who accessed or modified content. This helps you stay on top of any unauthorized actions.

Conclusion

Managing permissions in SharePoint-connected apps is crucial for ensuring data security and appropriate access control. Whether you’re using Power Apps, Power Automate, or custom apps, you need to configure both SharePoint permissions and app permissions to ensure the right level of access for users and services. By following best practices such as implementing the least privilege principle, using groups, and regularly reviewing permissions, you can maintain a secure and efficient SharePoint environment.