SharePoint Permission Management
Requests, grants and periodically reviews list and library permissions with a full audit trail.
This flow is being documented
Architecture and use case are already public. Build instructions and screenshots follow as the flow is finalised.
Use case
Permissions accumulate quietly until a library nobody audits is shared with half the tenant. A request-and-review flow keeps grants intentional and time-boxed.
Who uses it
SharePoint administrators and information owners.
Real scenario
A user requests access to the Finance library. The owner approves, access is granted with an expiry date recorded, and a quarterly review flow lists every grant older than 90 days for reconfirmation.
Time saved
Before
Manual grants with no review cycle
After
Approved, logged and reviewed on a schedule
Time saved
Hours per quarterly access review
How it works
An access request form starts an approval routed to the information owner. On approval a Graph/REST call grants the permission and writes an audit item with an expiry date. A separate quarterly recurrence lists expiring grants and asks owners to reconfirm or revoke.
Step-by-step build
- 1
Model the access catalogue as a SharePoint list: resource, owner, sensitivity, default duration.
- 2
Trigger the request from a form or an adaptive card in Teams.
- 3
Route the approval to the resource owner from the catalogue list.
- 4
On approval, grant access via 'Send an HTTP request to SharePoint' and record the grant with its expiry.
- 5
Schedule a quarterly review flow that lists grants past their duration and asks owners to reconfirm.
Copilot prompt
Paste this into Power Automate Copilot to scaffold the flow.
Create an approval-based flow for SharePoint access requests: capture the requested resource, look up its owner in an access catalogue list, start and wait for an approval, grant the permission with an HTTP request to SharePoint on approval, log the grant with an expiry date, and add a quarterly scheduled review of expired grants.
Screenshots
Captures are added as each step is published.