Prevent two users working on same gallery item; Even distribution of case load

[Ks4]

I have an app that will assign cases to specific users based on a specific customer (admin screen) and a screen that shows the case loads for the user (home screen). Salesforce is my datasource.

My admin screen shows a gallery of the customers and a dropdown of users to be assigned. That piece is fine.

Say I have 15 customers and 40 users. Each customer has a variety of cases to be worked, can vary between 300 and 600. I want to have multiple users assigned to a single customer and have them share the workload among themselves. So, let's say Customer A has 300 cases, and I assign 3 people to those cases. Each user gets 100 cases to work. How do I filter the gallery so that the logged in user only see his 100 cases? I thought about approaching this two ways:

1. Option A: Having all 3 users see the same 300 records, but somehow disabling the record if another user is already working on it (has clicked it). But I couldn't figure out how to do that effectively with the DisplayMode property. Is there a way to do this?
2. Option B: Split the cases among the workers assigned to a particular customer evenly so that they only see their allotted portion, maybe using the FirstN function with Filter. I get how to do FirstN(Filter(myDatasource, Customer = Customer A),100) but it needs to be dynamic for all users assigned to that customer. The number of users assigned to a customer will vary. Employee A gets 100, Employee B gets 100, etc. ...and it doesn't have to be in a certain order assigned either. How do I achieve this?

Using collections is not an option, either. I can get a count of my total cases for that customer as my numerator divided by the total number of users assigned as my divisor to get the number to distribute among the users. That's as far as I've gotten.

Appreciate any guidance.

[jcfDaniel]

Hi,

Can you have the user email associated to his associated email? If so, leverage User() to filter a gallery of case like Filter( Datasource, CaseworkerEmail = User().Email )

[phipps0218]

The only solution I can see is by dealing with this formula with the associated email. User().Email is what you are after or you can use the Office365 SearchUser function. 

Filter the gallery with the email like this: Filter(DataSourceName, Caseworker.Email = User().Email)

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[Ks4]

Thank you for both replies. However, I cannot use the suggested solution because I'm using two different datasources. I should have mentioned this earlier.

Salesforce hosts the data for the cases and company name, but Dataverse hosts the data for the assignments (the user assigned, case assigned, the user's email, the company name, etc.)

[jcfDaniel]

So in  salesforce you have something like:

Case1 | CompanyA

Case2 | CompanyB

And in Dataverse, you have:

Case1 | CompanyA | CaseWorker1

Case2 | CompanyB | CaseWorker2

Is this it? Are you witring anything back to salesforce? Am I write to assume that you have your problem solved in the dataverse side?

[Ks4]

Yes, that’s correct. The issue is solved on the Dataverse side. And no assignments are being written back to SalesForce, nor can that be an option for assignments. I need to make the two datasources work somehow given the problem.

Thank you.

[jcfDaniel]

If you have the case worker info in dataverse, then you can filter cases based on power apps user, can't you?

[Ks4]

Yes, I can. However, only the company name is being stored in Dataverse, not the record details associated for that company for the case worker to work. 

So, I can filter Salesforce by the company name and it pulls in my records because I have the company set to a variable. But my issue is when I have more than one user assigned to work the cases associated with that same company. 

All of the details associated with the company are sitting in Salesforce and only the company name is saved to Dataverse. So, yes, I can filter by the company, but all users assigned to that company will see all of the records for that company and two people might end up working the same case.

The solution needs to be where I can divide those 600 records evenly among the users assigned so that they only see unique records to them. Example: if I have 600 records for company A and 5 users, then each user gets 120 records. So, if it's the first user, then that's easy. FilterN(Filter(my query),120) If it's the last user, then it's LastN(Filter(myquery,120) But how do I loop through and filter based on the 3 users in the middle? And it needs to be dynamic, as the total number of records and total number of users can vary. I can get the total records and total users easily.

OR the solution can be where the users who are assigned to that company all see the same 600 records, but somehow two people are prevented from selecting and working the same record.

Do you have any guidance on how to do this or can you recommend another solution?

[jcfDaniel · Accepted solution]

It looks to me that you either push the all data needed to filter and assign records to Dataverse or you have to write some data back to Salesforce and since you seem to be working in batches maybe a Dataflow could help, there are a couple of Salesforce connectors available there. With a Dataflow you can leverage Power Query and transform the data to your needs.