View PowerApps Gallery User Specific

[Prem4253]

Hello,

I'm looking to show items in the Gallery as per system users.

As  an Admin, all the items should be visible for me within the Gallery, whereas if Person "A" logs into the App, he should see only the items that are created by him/her.

I'm using below formula for the gallery items, to filter the gallery as per UniqueID into the search box

SortByColumns(Search(SPName, TextInput1.Text,"UniqueID" , "Title"),"Modified",Descending)

I tried formatting the formula as below, but does not seems working:

SortByColumns(Search(SPName, TextInput1.Text,"UniqueID0" , "Title"),"Modified",Descending); Filter(SPName,email = User().Email)

[v-yujincui-msft]

Hi @Prem4253 ,

Maybe you could try the following formula:

SortByColumns(Search(
If(User().Email="Admin@email.com",SPName,Filter(SPName,User().Email='Created By'.Email)),
TextInput1.Text,"UniqueID0" , "Title"),"Modified",Descending)

Best Regards,

Charlie Choi

[Prem4253]

HI @v-yujincui-msft 

just wanted to check, if applying the formula provided by you., will the user i.e. "Admin@email.com" (mentioned in the formula) will have full access to all submitted records and rest of the users, will have access to their submitted records.

[v-yujincui-msft]

Hi @Prem4253 ,

Maybe you could do a test on your side using this formula and it works on my side.

Best Regards,

Charlie Choi

[JaguarMonkey]

I have done this several times. I set a field called User, which can be set to be updated by User().FullName or User().Email when the records are created.

Then the Gallery filters like so

SortByColumns(Filter(DataSource, Name = User().FullName),"SortingColumn",Descending)

I set a second Gallery with the Visible criterion set to true only for the Admin.  I have chosen to separate the approach because I have other controls that I want the Admin to use.  This leads to less clutter, albiet, a few more components.

[Prem4253]

Hi,

I updated the formula with adding 2 more users i.e. User@email.com and someone@email.com, but this 2 users do not see all the items into the gallery.

SortByColumns(Search(
If(User().Email="Admin@email.com" || "User@email.com" || "someone@email.com" ,SPName,Filter(SPName,User().Email='Created By'.Email)),
TextInput1.Text,"UniqueID0" , "Title"),"Modified",Descending)

Whereas I am the Owner of the App, so I could see all the items submitted by all the users into my Gallery.

 User@email.com and someone@email.com are the Co-Owner of the app.

 Please advise - all the users mentioned in the formula should see all the items submitted by the users.

[Prem4253]

Hi,

I updated the formula with adding 2 more users i.e. User@email.com and someone@email.com, but this 2 users do not see all the items into the gallery.

SortByColumns(Search(
If(User().Email="Admin@email.com" || "User@email.com" || "someone@email.com" ,SPName,Filter(SPName,User().Email='Created By'.Email)),
TextInput1.Text,"UniqueID0" , "Title"),"Modified",Descending)

Whereas I am the Owner of the App, so I could see all the items submitted by all the users into my Gallery.

 User@email.com and someone@email.com are the Co-Owner of the app.

 Please advise - all the users mentioned in the formula should see all the items submitted by the users.

[WarrenBelz]

Hi @Prem4253 ,

Try this

With(
   {
      wAdmin:
      User().Email = "Admin@email.com" || 
      User().Email = "User@email.com" || 
      User().Email = "someone@email.com"
   },
   SortByColumns(
      Search(
         Filter(
            SPName,
            wAdmin || User().Email='Created By'.Email
         ),
         TextInput1.Text,
         "UniqueID0", 
         "Title"
      ),
      "Modified",
      Descending
   )
)

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[Prem4253]

Users mentioned in the formula are able to view all the records, but everyone who opens the form, see below error:

Not sure what is this error.

[WarrenBelz]

@Prem4253 ,

Not sure why that is as the code is valid structure - is that the exact code you used (please post yours in Text). In the meantime, try this variation

With(
   {
      wAdmin:
      User().Email = "Admin@email.com" || 
      User().Email = "User@email.com" || 
      User().Email = "someone@email.com"
   },
   SortByColumns(
      Filter(
         SPName,
         (
            wAdmin || 
            'Created By'.Email = User().Email
         ) &&
         (
            TextInput1.Text in UniqueID0 || 
            TextInput1.Text in Title
         )   
      ),
      "Modified",
      Descending
   )
)