Display data to Creator and Admin

[AppDeveloper]

Hi All,

From a SharePoint List i want to Show items in Gallery to only the user who created those. But i want Admin to see all of them.

my 

Items = Filter('HUG List','Creator Email' = UserDetails.Email)

Where

Hug List = data source,

Creator Email =  is email of the user who created it,

UserDetails is a variable at the start of App.

How can i add a specific email which belongs to Admin so he can see all items while restricting others to see only those which belong to them? My admin email is  say xyz@mycompany.com.

Many Thanks

[jlindstrom]

You need some way to determine who is an administrator. something like an app administrator list. then use In operator to see if User() is in the administrator list.

there is a setting in the list to allow users to only see records that they created, but that will also limit your admin.

If this is really sensitive data it should not be in sharepoint lists. there is no real granular security in sharepoint lists--you can obscure it in the app, but the user also has access to the SharePoint list and can easily see the other records. CDS is the best option for granular record security.

[mdevaney]

@AppDeveloper 
To let the Admin see all of the gallery records put this code in the OnStart property of your app.

Set(varAdminEmail, "xyz@mycompany.com");

And then use this code in the Items property of the gallery

Filter('HUG List',varAdminEmail = UserDetails.Email Or 'Creator Email' = UserDetails.Email)

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[jlindstrom]

good call @mdevaney . I guess it depends on if you have just one admin or multiple admin. Matt's answer is a good one if there is just one admin.

[eka24 · Accepted solution]

If (User(). Email="xyz@Mcompany.com",
'HUG List',
Filter('HUG List','Creator Email' = User().Email))

If you have the admin mail in the created column use:

If ('Created Email'="xyz@Mycompany.com",
'HUG List',
Filter('HUG List','Creator Email' = User().Email))

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[AppDeveloper]

Hi @jlindstrom 

Thanks for a very important suggestion

Regards

[mdevaney]

@jlindstrom 

I am not fortunate enough to be using CDS but I agree your strategy there is a sound one!

To define app roles I typically don't hardcode the admin email into the app.  Instead, I create a SharePoint list of users and their roles then LOOKUP information about the current user's role once the app starts.  Then the app changes what areas the user can access based on the role.

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[v-yutliu-msft · Accepted solution]

Hi @AppDeveloper ,

Do you want to display all data when current user is the admin , display filtered data when current user is not the admin?
Could you tell me how many admins in your issue?

You could decide the app's mode whether for admin when starting the app.

1)If there's only one admin, you should set the app's OnStart:

If(User().Email="xyz@mycompany.com",Set(adminmode,true)
)

2)If there are more than one admins , you should set the app's OnStart:

If(User().Email in ["xyz@mycompany.com","emailaddress2","emailaddress3",....],
Set(adminmode,true)
)

Then set the gallery's Items:

If(adminmode,
 'HUG List',
 Filter('HUG List','Creator Email' = UserDetails.Email)
)

Best regards,

[SimonPiquer]

Building on @v-yutliu-msft's idea even further, if "admin" = either owner or co-owner of the app, you can use the PowerAppsforMakers connection to avoid hardcoding e-mail addresses:

If(LookUp(
        PowerAppsforMakers.GetAppRoleAssignment("yourappID").value,
        properties.principal.email = User().Email,
        properties.roleName
    ) in [
        "canEdit",
        "Owner"
    ],
Set(adminmode,true)
)