Overview
QinetiQ needed a controlled way to manage proposal-related SharePoint permissions across internal and external users. Proposal work often involves sensitive documents, different access levels, pricing restrictions, internal collaboration, and external partner access. The client needed a better interface to view, grant, and remove permissions without relying only on manual SharePoint administration.
Challenge
- Proposal work needed different access levels: full, edit-with-pricing, edit-without-pricing, and external.
- Manual SharePoint permission changes created delay, mistakes, and risk.
- External user access needed structured granting and logging.
Solution
MSPowerhouse built a custom Power Apps permissions dashboard for proposal access management. The app organized permissions into clear tabs, including Full Permissions, Edit With Pricing, Edit Without Pricing, and Non-QinetiQ Access. Internal permission records displayed user name, email address, job title, permission level, and date/time added.
For external users, the app supported a guided process to select a proposal, select specific folders, select non-QinetiQ users, confirm the access request, and then trigger a permission-granting automation. The app also logged external access details, including proposal name, folder access, external user name, email, company, status, and assigned date/time.
Technical Execution
- Tabbed dashboard for Full, Edit With Pricing, Edit Without Pricing, and Non-QinetiQ Access.
- Guided flow: select proposal → folders → external users → confirm → trigger automation.
- Logged proposal, folder, user, company, status, and timestamp for external grants.
- Power Automate handled the permission-granting actions.
Outcome
The client received a centralized permission management tool that made proposal access easier to govern. Internal and external access could be reviewed through a purpose-built dashboard, and external folder access could be granted in a controlled way through the app and connected automation.
Impact
The app improved security, reduced manual administration, and gave the proposal team a more reliable way to manage sensitive SharePoint access. It helped the client separate pricing-sensitive access, standard edit access, full access, and external partner access into a cleaner governance model.
