Permission & Access Issues

How to Set SharePoint List Permissions for External Users' Entries

Natalie Taylor Oct 12, 2026 870 views

Question details

The user needs to allow external users to add work durations to a SharePoint list, restrict them to viewing only their own entries, and automatically revoke their editing rights immediately after submission.

How to Configure SharePoint List Permissions for External Users' Own Entries

Product: SharePoint
Device & OS: not provided
Scenario: External users are required to log daily work durations in a shared list without being able to access other site content or view data submitted by other users.
Observed behavior: The goal is to enforce strict access control where users can create items but can only view their own submissions in a read-only state post-creation.

Before you start

Ensure you have Site Owner or Full Control permissions on the SharePoint site to modify list permission levels and create Power Automate flows.

Solution 1Recommended

Set Up Unique List Permissions and Item-Level Settings

Stop permission inheritance at the list level and restrict the list settings so external users can only interact with their own created items.

To prevent external users from accessing site-level content, you must break the permission inheritance on the specific list. Applying a custom permission level directly to the list ensures users only get access to the list itself.

Create a Custom SharePoint Group

Navigate to Site Permissions, create a custom permission level (e.g., 'Add and View Own'), and create a new SharePoint group containing only your external users.

Stop Inheriting Permissions on the List

Go to your target SharePoint list, open 'List Settings', and select 'Permissions for this list'. Click 'Stop Inheriting Permissions' in the ribbon.

Grant Unique Access

Grant the newly created SharePoint group access to the list using your custom permission level. Remove any other default groups that shouldn't have access.

Configure Item-Level Permissions

Return to 'List Settings' and click 'Advanced Settings'. Under 'Item-level Permissions', set Read access to 'Read items that were created by the user' and Create/Edit access to 'Create items and edit items that were created by the user'.

Set Up Unique List Permissions and Item-Level Settings

Site Security Maintained: By applying permissions strictly at the list level, external users are completely blocked from viewing unrelated pages or document libraries on your site.

Solution 2

Use Power Automate to Remove Edit Access After Submission

Create an automated flow to convert the item to read-only once the external user submits their entry.

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1. Download WPS Office: Visit the official WPS website to download and install the free office suite.
2. Create a Shared Spreadsheet: Open WPS Spreadsheets, create a new document for external users to log their work, and save it to the cloud.
3. Set Secure Permissions: Use the sharing settings to generate a secure link, granting specific viewing or editing rights only to designated collaborators.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Easy-to-manage document sharing and secure permission settings.Free and lightweight alternative to complex enterprise setups.Cross-platform support for Windows, Mac, Linux, iOS, and Android.

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Frequently Asked Questions

Can I prevent external users from accessing other site content?

Yes. By creating a custom permission level and applying it exclusively at the list level after stopping permission inheritance, external users will only have access to that specific list, keeping the rest of your site secure.

Why do external users still see all entries in the list?

If item-level permissions are not configured correctly in the list's Advanced Settings, users might see others' entries. Ensure you select 'Read items that were created by the user' to restrict visibility.

Do I need a premium Power Automate license to send HTTP requests to SharePoint?

No, the 'Send an HTTP request to SharePoint' action is considered a standard connector for SharePoint users and does not require a premium Power Automate license.

Document & File Issues