PowerApps SharePoint Item Level Permissions how to only allow user to see their own department records and update or edit??

[bbsin]

hi

I have a SharePoint list that all departments admin are suppose to view / edit / input/ delete for only for their respective department and not see other data. 

I like to check

1) how to enable the user of respective department to view / edit / input/ delete for their own area

2) Can I have a admin list in SP that consists respective department and admin email , in the event someone is gone or replace or new, this admin list to link to the user permission by department to view and edit their own records?

3) Super Admin can view overall records, delete and view etc.

4) can the records of each department run start and end date?  as sometime need to view April 21 to March 23 or Jan to Dec 222?  Past records show hide off and only show year records, but a button to review back if required.  

Thanks

[Anonymous]

Hi @bbsin ,

1) how to enable the user of respective department to view / edit / input/ delete for their own area

When displaying items in a gallery in PowerApps, you can filter the items from a SharePoint list based on the logged-in user's department. To achieve this, you can create a SharePoint list that holds information about each department and its users. Then, you can use the built-in lookup function in PowerApps to look up the user's department in this list. then, you can filter the items in the gallery based on the user's department using the Filter function in PowerApps.

this you can follow ->

1. Create a SharePoint list that holds information about each department and its users.
2. Add a gallery control to your PowerApps app and connect it to the SharePoint list.
3. Use the LookUp function in PowerApps to look up the logged-in user's department in the department and user list. For example, if the department and user list is called "Departments," and the logged-in user's email address is stored in the variable "UserEmail," the formula for looking up the user's department would be: LookUp(Departments, UserEmail = Email, Department)
4. Use the Filter function in PowerApps to filter the items in the gallery based on the user's department. For example, if the SharePoint list you are displaying in the gallery has a column called "Department," and the user's department is stored in the variable "UserDepartment," the formula for filtering the items in the gallery would be: Filter(SharePointList, Department = UserDepartment)

2) Can I have a admin list in SP that consists respective department and admin email , in the event someone is gone or replace or new, this admin list to link to the user permission by department to view and edit their own records?

Yes you can do this and lets say you have icons to perform those operations so what  you can do is, you'll check in admin list first and then checck current logeed in user email, if it matches then only show those icons

3) Super Admin can view overall records, delete and view etc.

Same logic as previous

4) can the records of each department run start and end date?  as sometime need to view April 21 to March 23 or Jan to Dec 222?  Past records show hide off and only show year records, but a button to review back if required.

You can use date control to filter out the items from sharepoint list

Let me know if this helps and if it is, accept as a solution. If you have some queries then please let me know

Thanks 😀

[bbsin]

Thanks let me try it first

[robertjv1]

I watched a video online and it said that if you use SharePoint list as the data repository for a Power App, the users of the app have to have permissions to access the list in order to pull the data. therefore, there is no security preventing the user to access the entire list via other entry points.  Is this the case?