How to restrict SharePoint list Visibility to certain User

Question

I have a SharePoint Site for Development and Production for PowerApps development with more than 200+ user having access to the site as Owner, Member and Visitor.

Kindly share steps to resolve my Below Requirements :

1. I need Owner can only have the capability to View, Edit, Delete any Lists and it's data present under the Site.
2. The User other than Owners will have access to site but they can not see any list present under the Site.
3. They can only do (Create, Edit ,Delete and View ) using PowerApps Application. But they can directly access any list .
4. SharePoint's site each lists contains more than 30K records.

Thanks in Advance

Answer 1

Hi @paromita d,

Hope everything is going well.

Question1: Breaking the Inheritance for list ,that contains more than 50K records will not cause any issue .Right ? (basically is there any Limitation).

First of all, the second point in my previous answer was only to break the inheritance of permissions from the entire list to the site level, which doesn't cause problems. But if you break the inheritance of permissions from items in the list to the list there is a limit of 50,000.

SharePoint has a limit on the number of unique permissions that can be applied to items in a list or library, which is 50,000. If you exceed this limit, you might encounter performance problems or errors when trying to break inheritance.

Question2: Can we apply same Steps for SharePoint Document Library and it's Folder also. Or there is different steps?

Yes, we can also break the inheritance of document libraries to a site and folders to a document library.

There is also a limit of 50,000. But we can put some documents into folders. Folders that break the inheritance count as a number of broken inheritance permissions.

For more information, please see: Breaking inheritance

Here are steps to break the inheritance of a document library to a site:

• Go to each document library on your SharePoint site.
• Click on the gear icon > Library Settings > More Library settings
• Click Permissions for this document library
• Next, as with the list, you can break the inheritance of site permissions for this document library.

Here are steps to break the inheritance of a folder to a document library:

• Select your folder > Manage access > Advanced settings
• Next, in the same way as for the list, you can break the folder's inheritance of the document library's permissions

Feel free to contact me if you have any concerns.

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Answer 2

Hi @paromita d,

Thanks for reaching out to us. We are very pleased to support you.

1. We can't change the default site owner group permission level. If you want site owners to only be able to View, Edit, Delete Lists, then you can only create a custom group and add site owners to your custom group.
   • Click the gear icon > site permissions > Advanced permissions settings.
   • Click Permission Levels > Add a Permission level
   • Check the permissions you need. Click create when you are done.
   • Go back to Advanced permissions settings page > Create Group > When giving group permissions select the custom permission level you created earlier.
   • Click New > Add a user. Add your original site owners.
   • Don't forget to remove original site owners from the default site owners group. Go back to Advanced permissions settings page > Click your default site owners group > Check the user >Actions > Remove Users from group.
2. Please follow the steps below to disable your other users from accessing the lists in site.
   • Go to each list on your SharePoint site.
   • Click on the gear icon > List Settings
   • In the Permissions and Management section, click Permissions for this list.
   • Click on Stop Inheriting Permissions.
   • Once inheritance is stopped, Remove all users from the default site members and site visitors group. If there are other groups also, please remove them from the other groups.
3. Access to the Power Apps application should be handled at Power Apps. Since our team is mainly responsible for SharePoint and not familiar with Power Apps, I found an article: Manage application users in the Power Platform admin center here for your reference. If you have other questions, please post you questions in this Power Apps Community.

If you have any questions, please do not hesitate to contact me.

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Your kind contribution is much appreciated.