Assign permissions for multiple files (without using a folder)

Question

Hello
How can I assign permissions (f.e. read for a certain Sharepoint Group) to multiple files within a library?

(without adding a folder) When I select multiple files I can change the properties, the columt values, for multiple files at ones but not the permissions.

Best regards

Answer 1

Hi @Adriana Mikolaskova Nautsch (MNG) ,

OK, I understand. But unfortunately, Power Automate is currently not supported in the Q&A forum. I'm not very familiar with it either.

I just found some articles for your reference:

https://powerusers.microsoft.com/t5/Building-Flows/Add-user-group-permissions-to-a-file-in-a-sharepoint-library/td-p/1338558

https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/manage-list-item-file-permissions

If you still have questions or would like more details, please start a new discussion via the Power Automate Community so that you can get dedicated support on this issue.

Thanks for your understanding. :-)

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Answer 2

Hi @Jindriska ,

To grant permissions to files in batches, you can use a PowerShell script to make it.

The following script example gives permissions to all files in a library:

#Set Variables
$SiteURL = "https://tenant.sharepoint.com/sites/sitename"
$ListName="Documents"
$ParentFolderURL = "/Shared Documents" #Site Relative Path of the document Library
$GroupName
$Role = "Edit"
  
#Connect to PnP Online
Connect-PnPOnline -Url $SiteURL -Credentials (Get-Credential)
 
#Get all Files from the Folder
$AllFiles = Get-PnPFolderItem -ItemType File -FolderSiteRelativeUrl $ParentFolderURL
 
#Iterate through each File in the Folder
ForEach($File in $AllFiles)
{
    #Grant permissions to the File
    Set-PnPListItemPermission -List $ListName -Identity $File.ListItemAllFields -User $UserAccount -AddRole $Role
    Write-host ("Granted Permission to '{0}' at {1} " -f $File.Name,$File.ServerRelativeUrl)
}


#Read more: https://www.sharepointdiary.com/2019/01/sharepoint-online-grant-permission-to-all-files-in-a-folder-using-powershell.html#ixzz8GHOruoFl

If the files you need to operate are only part of the library, there are to choices you can try:

1, You can choose to put their names into the csv file and then grant permissions. The changes to the script are as follows:

Add statement:

#SetVariables
$file = "C:\Users\spadmin\Desktop\csvfile.csv"
#Get the CSV file
$csv = Import-CSV $file

Remove statement:

$AllFiles = Get-PnPFolderItem -ItemType File -FolderSiteRelativeUrl $ParentFolderURL

2, You can put these files into one folder, so that you only need to change the $ParentFolderURL parameter in this script can be done.

For more details, please refer to:

https://www.sharepointdiary.com/2019/01/sharepoint-online-grant-permission-to-all-files-in-a-folder-using-powershell.html

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Answer 3

Thank you.
Unfortunately I don't think I will get Access to the Powershell.
Is there a way to do this with PowerAutomate?