New flow guidance documentation on managing list and file permissions

New flow guidance documentation on managing list and file permissions

Author: chakkaradeep

docs/business-apps/power-automate/guidance/manage-lis-item-file-permissions.md

@@ -0,0 +1,84 @@
+---
+title: Manage list item and file permissions with Power Automate
+ms.date: 07/16/2020
+---
+
+# Manage list item and file permissions with Power Automate flows
+SharePoint connector in Power Automate provides the following actions to manage permissions of an individual list item in a list or a file in a document library. 
+- Grant access to an item or a folder
+- Create sharing link for a file or folder
+- Stop sharing an item or a file
+
+All of the above actions let you customize permissions for the item or a file to allow the right users to access that item or the file. To grant access or stop sharing, you will need to be a list owner of that list or library. That means, in your flow for these actions, you must connect to the list or library using a list owner user account.
+
+## Grant access to an item or a folder
+The 'Grant access to an item or a folder' action requires the following inputs:
+- SharePoint site address
+- List or library name or identifier
+- The item or the file identifier for which to grant access
+- The recipients to whom you want to grant access
+- The permission role you want to grant
+
+![Grant access to an item or a folder](../../../images/grant-access-item-file-action-flow.png)
+
+In the flow action, you can also include a message and choose to notify the recipients once they get access to the item or the file.  
+
+> [!NOTE]
+> 'Grant access to an item or a folder' does not support granting access to external users.
+
+### Choosing a permission role to grant access
+Depending on the user, you may want to grant them either access to edit or read. You can choose the right access in the Roles property. 
+
+![Choose the right role to grant access to an item or a file](../../../images/grant-access-item-file-roles-flow.png)
+
+The permission roles map to [simplified standard SharePoint permission groups](https://docs.microsoft.com/en-us/sharepoint/modern-experience-sharing-permissions):
+- Members
+- Owners 
+
+### Using custom-defined roles to grant access
+In advanced scenarios where you need to specify a custom-defined permission role, you can do so in the flow action by entering a custom value for the *Roles* property in the following format:
+```
+roles:<role-id>
+```
+
+![Use a custom role to grant access to an item or a file](../../../images/grant-access-item-file-custom-role-flow.png)
+
+If you want to get the role id for the custom-defined role permission, you can do so by navigating to the SharePoint URL in your web browser and then search for that role.
+```
+https://<your-sharepoint-site>/_api/web/roledefinitions
+```
+
+For example:
+```
+https://contoso.microsoft.com/teams/itweb/_api/web/roledefinitions
+```
+
+You can find the role Id in the *category* property of an role item. 
+
+![SharePoint site role definitions](../../../images/sp-web-roledefinitions.png)
+
+## Grant access using sharing links
+Instead of granting users access to files directly, you can provide access to a specific file using [shareable links](https://docs.microsoft.com/en-us/sharepoint/modern-experience-sharing-permissions#sharable-links). 
+
+You can use the '[Create sharing link for a file or folder](https://docs.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-actions-triggers#create-sharing-link-for-a-file-or-folder)' action to create shareable links for a given file. 
+
+> [!NOTE]
+> 'Create sharing link for a file or folder' only supports files or folders in a document library. List items are not supported yet.
+
+![Create sharing link for a file or folder flow action](../../../images/create-sharing-link-file-action-flow.png)
+
+When creating a shareable link using the action, you can specify:
+- Link type
+    - Type of sharing link - view and edit or view only 
+- Link scope
+    - Who gets access to the link - anyone with the link, including anonymous or people in your organization
+
+## Stop sharing an item or a file
+The 'Stop sharing an item or a file' action requires the following inputs:
+- SharePoint site address
+- List or library name or identifier
+- The item or the file identifier for which to stop sharing
+
+![Stop sharing an item or a file flow action](../../../images/stop-sharing-item-action-flow.png)
+
+Applying this flow action will reset all permissions except on that item or the file except for site owners. 

docs/business-apps/power-automate/guidance/manage-list-item-file-permissions.md

@@ -185,8 +185,8 @@ While the following lists show some of the most common workflow capabilities, Po
 
 |Permissions management action |Sharepoint workflow |Power Automate flow |
 |:-------|:-------|:--------|
-| Grant access to an item or a folder   | Yes   | Yes, works only with Modern Permissions |
-| Stop sharing an item or a file | Yes | Yes, works only with Modern Permissions |
+| Grant access to an item or a folder   | Yes   | Yes |
+| Stop sharing an item or a file | Yes | Yes |
 | Create sharing link for a file or folder | Not available | Yes |
 
 ### Approval actions

docs/business-apps/power-automate/guidance/migrate-from-classic-workflows-to-power-automate-flows.md

@@ -486,6 +486,8 @@
       items:
       - name: Working with Get items and Get actions
         href: business-apps/power-automate/guidance/working-with-get-items-and-get-files.md
+      - name: Manage list item and file permissions
+        href: business-apps/power-automate/guidance/manage-list-item-file-permissions.md
       - name: Working with the SharePoint Send HTTP Request action
         href: business-apps/power-automate/guidance/working-with-send-sp-http-request.md
       - name: Customize SharePoint page approvals