Restrict user access

[kevtun1982]

I have developed an app that is very close to going live within my company.

What happens, is that people raise a report type ticket that is then viewed by others. I need to restrict editing access to only the users that are listed within the ticket. All others can view. The users will change depending on the ticket type. Can someone help me to implement this? I have not completed the Flow as yet. I wanted to complete the app first.

[Pstork1]

How you do this tends to be different depending on the data source involved.  What Data Source are you using?  Also is this a flow or a Power App?  If its a flow this would be better posted in the Power Automate forum.

[kevtun1982]

@Pstork1 

My data source is Sharpoint. It is a powerapp. I will be adding a flow to this after so that emails can be sent to the correct users.

[Pstork1]

Power Apps doesn't provide a security layer, so if you are using SharePoint as your data source your only choice is to change the item level permissions on the item to match the restrictions you want to put in place.  This is done using HTTP REST calls, which are normally implemented using a flow.

Another possible alternative is to filter the Power Apps interface so that the affected users only see View or Edit forms for records based on the current login.  This will accomplish what you want in the Power App, but isn't really security since the users will still have full access in SharePoint or if they create their own Power App on the SharePoint list.

[kevtun1982]

Hi @Pstork1 

I would first like to thank you for your help. I do believe that you have the answer for me there but I am unsure of what I need to do.

I would like to add that none of the other users even know what Powerapps is. They also would not have a clue how to get to site contents to find the sharepoint list once I make the app live. There is only around 20 people that will be using the app. So I dont really have any worries about the security side of things that you mentioned.

[Pstork1 · Accepted solution]

So if you are comfortable with the obscurity approach then the way to do this is to create a People/Groups column in the list and set it to allow multiselect.  When a ticket is created add all the people who should be able to edit the ticket to that column.  I believe you said this would be based on the type of ticket. Next add the following to the OnStart of the app.

Set(userEmail,User().Email)

This will create a variable with the user's email when the app starts.

Finally, whenever you navigate to a View or Edit Screen check to see if the user's Email is in the People/Group column you created and Navigate to the appropriate form. You can do that with code like this

Select(Parent);If(userEmail in ThisItem.EditAccess.Email,Navigate(EditScreen,ScreenTransition.Fade),Navigate(ViewScreen,ScreenTransition.Fade))

[kevtun1982]

Hi @Pstork1 

I currently have 'Raised By', 'Raised Against' and 'CC' columns. These all have users and will ultimately be the people that I need to edit the tickets raised. All other users should be able to view these tickets. I am sorry that I am not giving you all of the info at once. I am just not very sure what I am doing. This is my first app.

Kevin

[Pstork1]

The solution is the same.  Just change the IF() statement to check all three columns with an 'OR' like this

Select(Parent);If(userEmail in ThisItem.'Raised By'.Email || userEmail in ThisItem.'Raised Against'.Email  || userEmail in ThisItem.CC.Email,Navigate(EditScreen,ScreenTransition.Fade),Navigate(ViewScreen,ScreenTransition.Fade))

Your field names might be a bit different, but this is the basic format. 

[kevtun1982]

Hi @Pstork1 

I have added the first part to the On Start of the app. 

Where do I add the the second bit of Formula? Do I add it to the OnVisible section? If so, how do I add it to Formula that is already in OnVisible

[Pstork1]

Are you selecting the records for View/Edit from a Gallery?  If you are then this goes in the OnSelect for the record in the gallery

It basically needs to go wherever you navigate to the View or Edit screens.