Dropdown values filtered by who is logged in

[Anonymous]

We have a dropdown with status values of:

Open

On Hold

Approved

Closed

We are trying to only have the "Approved" value show for users with this authority/power to approve a list item.

Is there a way to conditionally control when the "Approved" value shows based on users in a lookup list or SharePoint group.

[Pstork1]

The easiest way to do this is probably to have the dropdown based on two collections and then choose which collection to bind based on the user's role.

[mdevaney]

@Anonymous 

Maybe you could use the Office365 Groups connector to check if the user is in the group and then show a different set of dropdown options based on true or false.

If(
    User().Email in Office365Groups.ListGroupMembers("your_group_id").mail,
    ["Open","On Hold", "Approved", "Closed"],
    ["Open","On Hold", "Closed"]
)

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[Anonymous]

I recommend @mdevaney's use of O365 groups, but if you're limited to SharePoint, then you can do this..

Set up an ApprovalUsers list, add the user's email you want to be able to approve in a column (in this example, called ApproverEmail). Then, use this on the App's OnStart to get the user's allowed status values:

ClearCollect(StatusValues,{Value:"Open"},{Value:"On Hold"},{Value:"Closed"});
If(LookUp(ApprovalUsers,User().Email=ApproverEmail,ApproverEmail)=User().Email,Collect(StatusValues,{Value:"Aproved"}))

[Toanan]

thank you for this approach @Anonymous 

[Anonymous]

Still seeing default 4 choice values no matter who's logged in with App OnStart:

ClearCollect(StatusValues,{Value:"Open"},{Value:"On Hold"},{Value:"Closed"});If(LookUp(ApprovalUsers,User().Email=ApproverEmail,ApproverEmail)=User().Email,Collect(StatusValues,{Value:"Aproved"}))

Lookup List name >> ApprovalUsers

Lookup list column name >> ApproverEmail

[Anonymous]

I'm not seeing any data for this collection via View >> Collection

It's an empty array

I've tried on FormScreen1.OnVisible

ClearCollect(StatusValues,{Value:"Open"},{Value:"On Hold"},{Value:"Closed"})

...still see nothing in the collection.

[yashag2255]

Hi @Anonymous 

When you placed the expression on the "OnStart" property of the app, to trigger this you need to select "App" from the left menu, and select the three dots on it, then select "Run OnStart", this will populate the collection.

Also, try to change the expression to:

ClearCollect(StatusValues,{Value:"Open"},{Value:"On Hold"},{Value:"Closed"});If(CountRows(Filter(ApprovalUsers, ApproverEmail = User().Email))> 0,Collect(StatusValues,{Value:"Approved"}))

Make sure that you are triggering OnStart in Edit Mode as it is not done automatically and will be reflected from the next session.

Hope this Helps!

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[Anonymous]

Hi @yashag2255 , what about for the New Screen or Edit screen, to use the following code for both screen's Screen.OnVisible property:

ClearCollect(
StatusValues,
{Value: "Open"},
{Value: "On Hold"},
{Value: "Closed"}
);
If(
!IsBlank(
First(Filter(ApprovalUsers, ApproverEmail = User().Email)).ApproverEmail
),
Collect(
StatusValues,
{Value: "Approved"}
)
)

[WarrenBelz]

I will throw something in as I extensively use a SharePoint list of authorised staff with various Boolean flags as to whether they can do something or not.

On app start, I collect all staff (about 150 so no delegation issues) then based on the user logged in do some Boolean global variables using Lookup for screen navigation, disabled/hidden controls etc and a number of further collections from the main one for the drop downs displaying only the users able to be chosen for that function.

In your case (assuming you have no more than 2000 staff), using

• bAuth as the Boolean
• StaffList as the SharePoint list
• EmailAdd as the SP field with the users's email
• IsAuth as the SP Boolean 

you might try

ClearCollect(

ColStaff,

StaffList

);

Set(

bAuth,

LookUp(

ColStaff,

Lower(EmailAdd) = Lower(User().Email),

IsAuth

)

)

Then in your drop-down

ClearCollect(

StatusValues,

{Value: "Open"},

{Value: "On Hold"},

{Value: "Closed"}

);
If(

bAuth,
Collect(

StatusValues,
{Value: "Approved"}

)

)