Sharepoint Online & List Forms - Logged in users limitations

[Anonymous]

I am quite new on Sharepoint Online and PowerApps and have created a site with applicable lists for where users (internal and external) can log Property Queries, currently it is working great and each user logged in can only see queries on Properties assigned to them (Therefore queries logged by me, queries assigned to me and all queries on my Properties).

I do however still have some issues with the following:

• When an item is created on the Query List by a user they have to choose a Property to which the query should be allocated but I do not want the users to see all of the Properties we manage in the dropdown, they should only have the option to select Properties assigned to them as per the Property info List created (their email address)
• I also have a Roles Dropdown (5 Roles) for the user to select FROM and select TO. For external users I would like them to only be able to select TO "Accountant" i.e. Limited to that role, or for it to be a default when they log in and create an item. For all other users (internal) they should be able to select from various options (all 5 roles) in the TO section  - The reason for this is, the external queries should go directly to one "Role" but the internal users should be able to re-allocate therefore, change the TO role to another role.
• Daily email alert per user so that they can get an alert for all items on their Properties thus not on all items in the list

Hopefully this is the correct Forum to ask these type of questions 🙂

[WarrenBelz]

Hi @Anonymous ,

I will post your points below for ease of reference

When an item is created on the Query List by a user they have to choose a Property to which the query should be allocated but I do not want the users to see all of the Properties we manage in the dropdown, they should only have the option to select Properties assigned to them as per the Property info List created (their email address)

You need a reference list and (the best option) a category of user that can access them in your user list, put in a category.

You then look up the user with the in-built function User().Email and then filter the Property list on this category.

I also have a Roles Dropdown (5 Roles) for the user to select FROM and select TO. For external users I would like them to only be able to select TO "Accountant" i.e. Limited to that role, or for it to be a default when they log in and create an item. For all other users (internal) they should be able to select from various options (all 5 roles) in the TO section  - The reason for this is, the external queries should go directly to one "Role" but the internal users should be able to re-allocate therefore, change the TO role to another role

Same solution - lookups on reference lists based on the user's logon. How are you sharing PowerApps with external users?

Daily email alert per user so that they can get an alert for all items on their Properties thus not on all items in the list

This a Power Automate (Flow) question and better asked there, however a timed flow should be able to do smething like this.

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[Anonymous]

Thank you @WarrenBelz , this is really helpful feedback, I will look in to this.

[Anonymous]

@WarrenBelz  We have managed to look up the users with the in-built function User().Email and filter the Properties accordingly, unfortunately we have a lot of Properties which caused the form to bomb-out and us getting an error msg on the customization of the form - Delegation Warning: The "filter" part of this formula might not work correctly on large data sets.

[WarrenBelz]

Hi @Anonymous ,

What is the formula that you are getting this delegation warning on?

[Anonymous]

@WarrenBelz I have attached a screenshot for reference.

[WarrenBelz · Accepted solution]

Thanks @Anonymous ,

Firstly, my earlier reply was very broad guidance on the sort of things to use in building queries.

Delegation (as you have discovered) is the first hurdle you have to work with (or around) and I will start with the two items I can see in your code. I might mention, it is preferable to paste larger portions of code in your query rather than screen shots - it is far easier for the responders to work with.

The two issues currently are:-

• User().Email - this is easily worked around by setting a Variable (App OnStart is a good place) - something like Set(vUser,User.Email). vUser is then a delegable item to query with.
• Th second item is the In function. If you are simply looking for a match, StartsWith is delegable, so StartsWith(DataField,TestSource) should certainly work on an ID.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.