May 15, 2020

How to set Item level permission in SharePoint List/Library using Power Automate

Introduction:

In this blog, we can learn how we can set item level permission on a List Item or a Document when new item or document is created or modified in SharePoint List/Library. Using Power Automate (MS Flow), we can achieve this by breaking inheritance and assign specific permission to SharePoint User/Group.

Here are detailed steps to be followed in your SharePoint Online tenant to meet the requirement.

Step 1:  Create new flow from blank template. Add a trigger “When a file is created or modified in a folder” and entered your Site address URL (http://yourtenant.sharepoint.com) and List/library URL(/SitePages) for which you need to set unique permission.

 

Step 2: Add an action “Get file metadata” and configure with the values as shown in below screenshot.

 

Step 3: Add next action “Get file properties” and configure with the values as shown in below screenshot.


Step 4: Add an action “Initialize Variable”, Name it as “AuthorPrincipal” as shown in the below screenshot. This will be used to store Author User Principal id.

 

Step 5: Add one more action called “Initialize Variable”, rename it as  “GroupID” as shown in the below screenshot. This will be used to store Principal Id of SharePoint Group.

 

Step 6: Then we need to add an action called “Send an HTTP request to SharePoint” to break permission on an item and need to pass parameters as shown in the below screenshot.

 

Step 7: Now, to assign specific permission to a user on that item, first we need to get the Principal Id of the user (here, Modified By user). For that, add another action “Send an HTTP request to SharePoint” and configure all fields as shown in the below screenshot.

 

Step 8: Now, store that Principal Id  of that user in a variable. To do that, add action “Set Variable” and set the value with => Body(‘Send_an_HTTP_request_to_Sharepoint_2’)[‘d’][‘id]

 

Step 9: Now to assign permission to item/document, add an action “Send an HTTP request to SharePoint” and configure fields as shown in the below screenshot. Here, we are assigning Contribute permission to Last Modified By User.

 

To assign permission to a SharePoint group, you can follow steps 10, 11 & 12 instead of 7,8 & 9 and setup flow accordingly.

Step 10: First, to get the Principal Id of SharePoint group, add an action “Send an HTTP Request to SharePoint” with values as shown below screenshot.
  • Set Uri as “/_api/Web/SiteGroups/GetByName(‘Your-group-name’)  
Note: “Content-Approval” is custom SharePoint group.

 

Step 11: Now, to store Principal Id in a variable, add an action “Set Variable” and rename it as “Set-GroupID” and configure with value => Body(‘Send_an_HTTP_request_to_Sharepoint_5’)[‘d’][‘id’]

 

Step 12: Now, to assign permission to that SharePoint group, we need to add an action “Send an http request to SharePoint”, and configure its value as shown in the below screenshot.

 

Important Notes:
1. Below is table listing different Role Definition Name and Id that can be used in MS Flow as per requirement.

Role Definition Name
Role Definition Id
Full Control
1073741829
Design
1073741828
Edit
1073741830
Contribute
1073741827
Read
1073741826
View Only
1073741924

2. Also, we can reset the permission and assign Parent level permission on the item by adding action "Send an HTTP request to SharePoint" with values as shown in below screenshot.

 

 If you have any questions you can reach out our SharePoint Consulting team here.

May 14, 2020

How to overcome URL length limitation while fetching data using REST API in SharePoint?

Problem Statement:

Sometimes we might need to fetch data from long URL containing more filters while using REST API. REST query allows max –length of URL is 2,048 characters. If you exceed this limit, will throw 404 error in the code. let's check out how we should overcome this issue.

Analysis:

When we execute the query with URL having less filters & columns and thus having URL length less than the limit, we can get the response correctly:

But if we keep on increasing the filters & columns in REST API, once URL exceeds the limit of 2048 characters, we should start getting 404 error as shown below.

So, I thought of checking the URL with same filters in SharePoint directly, would it give same error? Surprisingly,  I found that SharePoint shows the results correctly with same numbers of filter and even more.

Technical Solution:

My analysis got me on the conclusion that the request is getting 404 caused by browser execution limitation of REST API and is not the issue from SharePoint end. So, we need to find a way through which we can send query to SharePoint and execute without browser itself.  So, I thought of using Batch API option for the same. I followed below steps to execute long URL successfully:

    Step 1: Load BatchUtils script into browser.



      Step 2: Verify BatchUtils loaded and Run in browser.


     Step 3: Prepare data for BatchUtils.


·         You need to specify Root Site URL of SharePoint tenant.
·         Push Long URL in array.

     Step 4: Request for fetch data using BatchUtils.


·         Here, you go! get the results without any error.

Note: We can use BatchUtils in Custom SPFX Web Part.


Below are useful reference links which helps us in calling Batch API in SharePoint Online and Run Code snippets direct in chrome DevTools.

If you have any questions you can reach out our SharePoint Consulting team here.

May 12, 2020

How to Call a Child flow from the Parent flow – Part Two

Introduction
In this article, we will see how we can create a Child Flow which is triggered from the Parent Flow. In the earlier blog, we discussed the business requirements and created a Parent Flow.

Now, let’s create a child flow in the same solution where we have created our Parent Flow.

Step 1: Add HTTP Trigger Action. From action select, "When a HTTP request is received".

We need to add Request Body JSON. Click on Generate from sample showing in the above screenshot. This will open below modal. We need to add sample JSON data to generate JSON Body. Add below JSON and click Done.

 {"Name" : "XYZ", "Experience" : 1, "Salary" : 20000, "Pay Scale" : 0.02, "ID" : 1 }  


So, here we need Name, Experience, Salary, Pay Scale and ID columns from Parent flow.

Step 2: Now, we need to multiply Salary with the Pay Scale. Add Compose Action and write logic to multiply Salary and with Pay Scale.

 mul(triggerBody()?['Salary'], triggerBody()?['Pay Scale'])  


Step 3: Now, add an action to update the item. Here in the Pay Scale Result field, we are passing the output of compose action method.
We also need to make sure that Is Trigger value is set to "No" otherwise the parent flow will continue running in infinity.

Step 4: After Update item action add “Respond to a PowerApp or Flow” action. Add this action to parallel branch.

In Success Action (left side action in above step), click ellipses and click "Configure run after" as shown in below screenshot.

Select "is successful" checkbox and click on done.

Same way, let’s configure the failure action. In Failure action set below options.

So, our child flow has been created successfully.

The above flow will return the variable to the Parent flow.

Conclusion: This is how, we can trigger child flow from the parent flow.

If you have any questions you can reach out our SharePoint Consulting team here.