Permission & Access Issues

Restrict SharePoint Recent Sites in Power Apps and Power Automate

Maira Mehtab Sep 22, 2026 869 views

Question details

The user wants to know if interacting with a SharePoint site via Power Apps or Power Automate causes it to show up in Recent Sites, and how to prevent users from browsing files belonging to other people.

Product: SharePoint, Power Apps, Power Automate
Device & OS: not provided
Scenario: Managing site visibility and restricting user file access in a shared SharePoint environment linked with Power Platform tools.
Observed behavior: Interacting with SharePoint through Power Apps or Power Automate can cause the site to appear in users' Recent Sites list, potentially exposing unauthorized files if permissions are not strictly set.

Before you start

Ensure you have site owner or administrator privileges in SharePoint to modify library permissions and configure access settings.

Solution 1Recommended

Configure SharePoint Site and Item-Level Permissions

Apply strict permissions at the SharePoint level to ensure users can only see their own files, even if the site appears in their Recent Sites list.

Because any activity triggered by Power Apps or Power Automate counts as interaction, the site will naturally appear in Recent Sites. The most secure way to prevent unauthorized browsing is at the SharePoint library level.

Navigate to Library Settings

Open your SharePoint site, navigate to the specific Document Library, click the gear icon in the top right, and select 'Library settings'.

Access Permission Settings

Click on 'More library settings' and then select 'Permissions for this document library' under the Permissions and Management section.

Stop Inheriting Permissions

Click 'Stop Inheriting Permissions' in the ribbon to create unique permissions for this specific library, allowing you to remove broader group access.

Configure Item-Level Permissions

Return to the Library Settings page, select 'Advanced settings', and under 'Item-level Permissions', set 'Read access' to 'Read items that were created by the user'.

Security Note: Item-level permissions ensure true data security at the source, preventing users from accessing other people's files regardless of how they access the SharePoint site.

Solution 2

Implement Data Filtering in Power Apps

Restrict what data is visible within the app interface so users only see their own assigned files or list items.

Free Microsoft Office alternative

Choose WPS Office for Seamless and Secure Document Management

While SharePoint and Power Automate handle complex enterprise workflows, WPS Office provides a lightweight, highly compatible alternative for everyday document creation and sharing. It features robust local file protection and permissions management without the steep learning curve.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formats.Provides built-in document encryption and password protection to restrict unauthorized access.Lightweight installation with a familiar, easy-to-navigate user interface.Free to use, significantly reducing software overhead for personal and business use.

microsoft office alternative - wps office

Frequently Asked Questions

Does triggering a Power Automate flow make a SharePoint site appear in Recent Sites?

Yes, any activity driven by Power Automate or Power Apps that interacts with a SharePoint site on behalf of the user counts as interaction. This can cause the site to populate in their Recent Sites list.

Can I completely hide a SharePoint site from the Recent Sites list?

SharePoint does not natively offer a toggle to hide specific sites from Recent Sites if the user actively interacts with them. However, restricting permissions ensures they cannot view sensitive files even if they click the site link.

How do custom views help in restricting file access?

Custom views can filter files (such as filtering by 'Created by [Me]') to improve the user experience and declutter the interface, but they do not provide actual security. Users must still be restricted via item-level permissions to prevent them from bypassing the view.

Document & File Issues