Displaying different form based on login user for SPO form

[jasminepatel90]

Hello,

I am trying to display two different screen for two different groups. I have a list in Sharepoint which I am customizing in Powerapps. This list is basically is to track user's progress and managers have full access and users will have limited access. Managers will go in every quarter and update an item, once they do that user has to go in the same item and acknowledge that update. I have also created another list which is like a role defining list. I am planning to use it so my power apps knows who is the manager and who is not and show fields or even screens based on that. I have done it something like this before but that was for creating the app from scratch here I am customizing list and not sure what to do please help. 

[STS1SS]

Use roles. Show a screen based on the role of the user.

For example, you can create a table like this:

Email Role Screen

manager@domain.com	Manager	ManagerScreen
user1@domain.com	User	UserScreen
user2@domain.com	User	UserScreen

Then, you can set the StartScreen property of the app to:

LookUp(Table1, Email = User().Email, Screen)

This will look up the user’s email in the table and return the corresponding screen name.

[Redbird]

The above works for CanvasApps.

If you have a ModelApp, look at:
https://learn.microsoft.com/en-us/power-apps/maker/model-driven-apps/control-access-forms

[jasminepatel90]

Thank you for getting back to me but where do I set up this table ?

[jasminepatel90]

I am still not able to understand can you please explain in details what I need to do to get the user to see only part of the form and update same item everytime there is a change to that list item. 

[STS1SS · Accepted solution]

You could use a SharePoint list, a Dataverse table, or even an excel sheet. It would be harder but you could even use a CSV file.

Power Apps Guide - Excel vs SharePoint vs Dataverse vs SQL Server - updated 2021 - Power Apps Guide ...

• SharePoint: You can create a SharePoint list with the same fields as your table, and then use the SharePoint connector to connect to it from Power Apps. You can use the gallery control to display the data from the list, and the form control to edit or create new items. You can also use the Filter, Sort, and Search functions to manipulate the data in the gallery. 

Import or export data from Microsoft Dataverse - Power Apps | Microsoft Learn

• Dataverse: You can create a Dataverse table with the same fields as your table, and then use the Dataverse connector to connect to it from Power Apps. You can use the same controls and functions as SharePoint to display and manipulate the data. Dataverse also supports more complex data types, such as lookup, choice, and image. 

• Excel: You can create an Excel file with the same fields as your table, and then use the Excel Online (Business) connector to connect to it from Power Apps. You can use the same controls and functions as SharePoint and Dataverse to display and manipulate the data. However, Excel has some limitations, such as the maximum number of rows and the size of the file. 

Import or link to Dataverse tables - Microsoft Support

Let me know if this helps. What is best for you and your situation will vary depending on many factors.

Good luck

[jasminepatel90]

so I cannot make the changes are suggested here in the article, I have a SharePoint List which I do not want to create a app I just want to make sure that user's are able to edit same list item from different screens. 

[STS1SS]

You don't have to create anew app, just use the methodology in the app you have. Using the suggestions I gave above, you can create screens with different functionality/layout etc. that act on the same data.

EG: a manager gets a screen that allows edits to a product name, and maybe the rest of the users cannot edit the name, but can edit the description.

You simply have one screen offer one set of options and the second a different set. You could also do this on one screen and just have multiple forms with each being visible as appropriate.

Lots of options to do what you might want.