Permission & Access Issues

How to Set SharePoint List Item Permissions for Dynamic Approvers

Huda Qurayshi Oct 10, 2026 868 views

Question details

A SharePoint list needs to be configured so anyone can create an item, but only the item creator and a dynamically assigned group of approvers are able to view or edit that specific item.

Setting SharePoint List Item Permissions for Dynamic Approvers

Product: Microsoft SharePoint and Power Automate
Device & OS: not provided
Scenario: Building a secure document or request approval workflow where item visibility must be restricted dynamically based on the assigned approver.
Observed behavior: By default, SharePoint items inherit list-level permissions, allowing all site members to view or edit items they did not create, which violates the privacy requirements of the approval workflow.

Before you start

Ensure you have Site Owner or Full Control permissions on the SharePoint site to modify list access, and verify that you have access to Power Automate to create automated cloud flows.

Solution 1Recommended

Automate Item-Level Permissions with Power Automate

Use Power Automate to dynamically break permission inheritance and assign Edit rights to the creator and specific approvers immediately when a list item is created.

Because item-level security relies on variables like who created the item and who the dynamic approver is, the most reliable and scalable method is to automate the permission assignment using Power Automate.

This flow will run automatically upon item creation, strip away the default inherited permissions, and grant exclusive access to the required individuals.

Create an automated cloud flow

Open Power Automate, click 'Create', and select 'Automated cloud flow'. Name your flow and choose the SharePoint trigger 'When an item is created', then click Create.

Stop sharing the item

Add a new action and search for the SharePoint 'Stop sharing an item or a file' action. Configure it by selecting your Site Address, List Name, and inserting the dynamic 'ID' from the trigger step. This breaks the permission inheritance for the new item.

Grant access to the creator

Add a 'Grant access to an item or a folder' action. Use the same Site Address, List Name, and dynamic 'ID'. In the 'Recipients' field, insert the dynamic content 'Created By Email' and set the Roles dropdown to 'Can edit'.

Grant access to dynamic approvers

Add another 'Grant access to an item or a folder' action. In the 'Recipients' field, input the dynamic column containing the assigned approver's email address (e.g., 'Approver Email'). Set the Roles to 'Can edit', save the flow, and run a test.

Automate Item-Level Permissions with Power Automate

Performance Consideration: Unique permissions can impact SharePoint list performance. Microsoft recommends archiving older items or removing unique permissions if your list approaches 5,000 items with broken inheritance.

Solution 2

Manually Break Permission Inheritance for Individual Items

Before automating the process, manually break inheritance on a test item to verify the exact permission structure and test user access.

Free Microsoft Office alternative

Review Approval Documents Seamlessly with WPS Office

If your SharePoint approval workflow involves reviewing documents, spreadsheets, or presentations, WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office for opening, editing, and signing these files.

1. Download WPS Office: Visit the official WPS website and download the free version for your operating system.
2. Install and Set Up: Run the installer and follow the quick setup guide to configure your default document preferences.
3. Open Workflow Documents: Download your attachments from SharePoint and open them directly in WPS Office to review or edit with full formatting compatibility.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Lightweight application that runs smoothly on Windows, Mac, Linux, and mobile devices.Familiar user interface ensuring seamless migration with zero learning curve for Office users.Built-in PDF tools for adding digital signatures and comments during the approval process.

microsoft office alternative - wps office

Frequently Asked Questions

Do unique item permissions affect SharePoint list performance?

Yes, having thousands of items with broken permission inheritance can severely degrade list performance and impact view rendering. Microsoft suggests keeping lists with unique permissions well below the 50,000 item threshold, ideally archiving completed workflows or restoring inherited permissions once an item is fully approved.

Can I use standard SharePoint settings without Power Automate to restrict item visibility?

SharePoint offers an 'Item-level Permissions' setting under Advanced List Settings that allows users to 'Read items that were created by the user' and 'Create items and edit items that were created by the user'. However, this does not allow dynamic approvers to see items they didn't create, which is why Power Automate is necessary to handle the dynamic approver requirement.

Is a premium Power Automate license required to manage SharePoint permissions?

No, the standard SharePoint connector included in most Microsoft 365 plans includes actions like 'Stop sharing an item or a file' and 'Grant access to an item or a folder'. This allows you to manage basic list permissions dynamically without needing a premium license.

Document & File Issues