Restrict user access

Question

I have a list on SP online which has a bunch of members. Currently, the members can add, edit and delete rows in this list.

However, the current purpose is to restrict users to deleting only the rows enetered by them.

Please note that the rows have username column that contains the memeber's username associated with their Microsoft account. So, I was thinking maybe this column can be used to create such access restriction.

How can I do this?

Answer 1

Follow below approach for your requirements:

1. Remove Delete permissions on list for all users

• Create a new permissions level "Contribute without Delete" by copying the "Contribute" permission level and removing "Delete Items" and "Delete Versions" options from the List Permissions.
• Follow this article: How to Set Permissions to add but not delete in SharePoint?
• Use this permission level to grant permissions to group members on the SharePoint list instead of default permission levels

2. Allow person in "username" column to delete their items:

• Create a power automate flow on item creation (and/or item update - as per you requirements).
• Break permissions inheritance on list item
• Grant Contribute or Edit permissions (as per your requirements) to user email mentioned in "username" column
• Also grant permissions to site owners/admins for safer side

Follow below links for breaking permissions:

1. Power Automate - Break Inheritance And Set List Item-Level Permissions In SharePoint Online
2. Stop sharing an item or a file

Follow below links for granting permissions:

1. Grant access to an item or a folder
2. Setting SharePoint Permissions with Power Automate

Answer 2

To prevent users deleting items, you would probably need to create a custom permission level that doesn't have the delete privilege and apply that to the members of the list instead of the current Edit permission level. I'd recommend copying the Contribute permission level and unselecting Delete Items from the List Permissions.

You'd then need to create a Power Automate flow that grants Edit access to the individual list item for the Created By user.