# Lock a SharePoint List Item After Approval

> For the full documentation index, see https://250highstreet.com/llms.txt

> Make a SharePoint list item read-only once it is approved. Use Power Automate to remove edit rights on the item, and how to undo it.

Use a Power Automate flow that runs when the status changes to Approved. The flow stops inheriting permissions on that item and gives people read-only access. SharePoint has no built-in lock switch for a list item.

## Does SharePoint have a setting to lock a list item?

No. A list has no lock or read-only switch for a single item. Access comes from permissions, so the way to lock an item is to change who can edit it.

A column with a validation formula cannot lock a row either. The formula checks a value when you save. It does not stop a later edit.

## How do you lock the item with Power Automate?

1.  Create an automated flow with the trigger When an item or a file is modified, on your list.
2.  Add a Condition. Check that the Status column equals Approved.
3.  In the Yes branch, add Stop sharing an item or a file. It removes everyone with direct access except owners, so the item gets its own permissions.
4.  Add Grant access to an item or a folder. Enter the group or the people who may view, set Roles to Can view, and set Notify Recipients to No.
5.  Save the flow and test it on one item.

## Why do you remove access first and then add Read access?

Stopping the sharing removes the list permissions from the item. The item then has no access for anyone except owners. Granting Read access afterward restores a view for the right people.

Site owners keep full control. They can still edit a locked item when a change is needed.

## What stops the flow from running again and again?

The flow runs on every edit, so it fires again each time an approved item changes. Add a Locked Yes/No column. Check that Locked is No before the flow acts, and set Locked to Yes as the last step.

A trigger condition stops the extra runs before they start. See "[flows that trigger themselves](/guides/power-automate-flow-triggers-itself-infinite-loop/)".

## Can you hide the Edit button as well?

Permissions are the real lock. A person with only Read access cannot save a change, even through the grid view or an API call. Hiding a button only hides it.

Some lists also need each person to see only their own items. See "[how to show people only their own items](/guides/people-see-only-their-own-items-sharepoint-list/)".

## How do you unlock an item?

Open the item, select Manage access, and edit the permissions. Or add a second flow that restores inheritance when a manager sets Status to Reopened. A site owner can also select Delete unique permissions on the item.

Keep a record of who reopened each item. See "[the approval audit trail guide](/guides/approval-audit-trail/)" for what to log.

## What limits apply to item-level permissions?

Microsoft supports up to 50,000 unique permissions in one list and recommends staying under 5,000. Lock only the items that must be locked, and grant access to groups instead of single names.

Large lists have a second limit. See "[the list view threshold guide](/guides/sharepoint-list-view-threshold/)".

## FAQ

### Can site owners still edit a locked item?

Yes. Site owners keep full control, so they can still edit a locked item when a change is needed.

### Does SharePoint have a built-in lock for one list item?

No. A list has no lock or read-only switch for a single item. Access comes from permissions, so you change who can edit the item.

### Can a validation formula lock a row after approval?

No. The formula checks a value when you save. It does not stop a later edit.

## Sources

- [Microsoft Learn, SharePoint connector, Stop sharing an item or a file](https://learn.microsoft.com/en-us/connectors/sharepointonline/)
- [Microsoft Support, Edit permissions for a list or library](https://support.microsoft.com/en-us/office/edit-permissions-for-a-list-or-library-02d770f3-59eb-4910-a608-5f84cc297782)
- [Microsoft Support, List View Threshold for large lists and libraries](https://support.microsoft.com/en-us/office/manage-large-lists-and-libraries-b8588dae-9387-48c2-9248-c24122f07c59)

## Related guides

- [Power Automate: write Approved or Rejected back to your SharePoint list](/guides/power-automate-update-sharepoint-status-after-approval/)
- [Document approval in SharePoint: built-in approval or a flow?](/guides/document-approval-sharepoint/)
- [Send an approval with attachments from a SharePoint list](/guides/power-automate-approval-with-attachments/)

Source: https://250highstreet.com/guides/lock-sharepoint-list-item-after-approval/