Working with 15,000 records, and limiting user access - Is this possible? Worried about delegation

[CWalsh87]

Hi, I'm failry new to PowerApps but am picking it up pretty quickly and really starting to like it.

I'm a Business Analyst and VBA Freelancer so I'm very comfortable with working with large datasets but PA is new to me and wanted to gather some advise.

What I'm try to do is:

- Create a master log of employee details, it will contain 10 different contries, with a maximum of 2000 employees in each country (often much less) so each country should fall under the 2000 delegation limit?

- Allow Manager's from each country to access the App and view / edit records for employees in THEIR OWN country only.

- Allow SuperUsers i.e. Me and Senior Managers to view the details of everyone in the App.

I know there are issues with delegation limits of 2000 (as I'll be using a SharePoint List) but as no country will have more than 2000 employees I was thinking of doing the following:

- In the main for where people can search the Application for Employees, have a dropdown box which contains a list of the 10 countries. Once a country is selected, the search box is enabled and the user can search the filtered list of employees for that country. Would this avoid the delegation issue? E.g. If I filter the data in cmbCountry, to a filtered records size of <2000 then use search() on this recordset, will this work?

- In order to limit user access I was planning on creating a new SP list, with the following columns

• Username (e.g. ChrisW)
• ReadWriteAccess (e.g RW)
• Countries (e.g. UK,FR,DE,CH,AUT....)

I would then filter the data in advance when the user opens the App. So if I opened the application as a SuperUser with access to all of the countries, the data would be filtered "Where Country IN(UK,FR,DE,CH,AUT....)" (not the correct syntax but i'll resolve this when I get to it).

If a user only had access to the UK data then the logic would be "Where Country IN(UK)"

Before I begin putting all this together it would be great to know that the above is possible and any tips would be greatly appreciated!

Cheers
Chris

[mdevaney]

@CWalsh87 

There are many questions within your post but I think overall your concerns could be summarized as "can I build an app on SharePoint with 15,000 records and avoid delegation issues?"

My advice is don't get hung up on the number of records in your SharePoint List.  What matters here is does my code delegate processing of data to SharePoint.  You do this by making sure the functions you write can be delegated.  The list varies for each type of datasource (i.e. SharePoint) but you can figure it out by reading the documentation I have provided links to below.  The 2nd link is especially important to understand.  Bookmark it in your web browser and review it frequently.

Your specific questions about delegation would be best addressed as a separate forum post for each one.  Make sure to provide the code you used in the thread.  Screenshots are also very appreciated.

One major limitation of SharePoint currently is the SEARCH function cannot be delegated.  This means you cannot retrieve records by matching a text string found at any position of the word.  The best workaround we have currently is to use FILTER + STARTSWITH to search from the beginning of a text string.  If you have any questions about this technique please start a new post and share your current code.

Links To Relevant Info On Delegation

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview

https://powerapps.microsoft.com/en-us/blog/sharepoint-delegation-improvements/

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[RezaDorrani]

@CWalsh87 

To learn about delegation with Power Apps check my Video Blog series

https://www.youtube.com/watch?v=gwiErbYtRdA&list=PLTyFh-qDKAiE6ia-D94Qk5-AzpN4dqOmD&index=1

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If this post helps answer your question, please click on “Accept as Solution” to help other members find it more quickly. If you thought this post was helpful, please give it a Thumbs Up.

[CWalsh87]

Thanks @RezaDorrani I'm just starting to watch the series now.

I'll feedback later

Cheers

Chris

[CWalsh87]

@RezaDorrani Brilliant videos! Exactly what I needed. I didn't even think about the sharepoint list limit until now. I'm going to try and implement this straight away. Thanks again.

Chris