SharePoint Online Sites, Lists, Libraries and Permissions
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Every screen of the Career Development Plan app reads from or writes to two SharePoint lists. This part builds them, and the site they live on, column by column and setting by setting, exactly as the app will expect them.
A SharePoint list can hold millions of items, but SharePoint blocks any single query that has to work through more than about 5,000 of them at once. An index on the column you filter by lets SharePoint jump straight to the matching items instead. It takes a minute to add, and the best time to add it is while the list is still small.
A new SharePoint list accepts file attachments on every item, and anything in it can turn up in your organization's search results. That suits a team's task list. It doesn't suit a list an app writes private records to. Four settings on the list's settings page fix that.
A SharePoint list is a table that lives on a SharePoint site: rows are items, and columns describe them. Creating one takes a minute. Getting its columns right takes a little more thought, because the name you give a column on day one is the name that apps and flows use for good.
When an app keeps its data in SharePoint, everyone who uses the app needs permission on the SharePoint site too. SharePoint's obvious Share site button can't give the permission an app's users usually need, and its other sharing dialog quietly adds people to the site's Members group. This guide gives a security group exactly Contribute, and nothing more.
A SharePoint site is where lists, libraries and pages live. When a site only needs to hold data or publish information, you don't want a Microsoft 365 group, a shared mailbox or a team created along with it. A communication site is that plain site, with nothing else attached.
