How to Configure Different User Access Levels for SharePoint Lists

Create distinct Microsoft 365 Groups or security groups in your admin center for the 'Full Access' users and the 'Restricted' users.

Navigate to your SharePoint list, click 'Integrate' in the top menu, select 'Power Apps', and then choose 'Customize forms'.

In Power Apps, add the 'Office 365 Groups' data connection so the app can verify the current user's group membership.

Select the data cards you want to protect. Change their 'DisplayMode' property to a conditional formula that checks the user's group. For example: If(IsFullAccessUser, DisplayMode.Edit, DisplayMode.View).

Save and publish the customized form back to SharePoint so it becomes the default experience for users interacting with list items.

Build your primary list for full-access users and a secondary list specifically configured with limited column permissions for the restricted group.

Add a specific column in the secondary list to store the original 'Item ID' from the primary list. This ensures the flow knows exactly which item to update.

In Power Automate, create an automated flow triggered by 'When an item is created or modified' on the primary list.

Use a 'Get items' action filtered by the unique identifier to check if the record already exists in the secondary list before using a 'Create item' or 'Update item' action.

In the trigger settings, implement trigger conditions that prevent the flow from running when updates are made by the service account or flow itself.