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FelipeCaru
Advocate V
Advocate V

Excel sheet from OneDrive: Permissions, date format & users from office365

Hello all,

Some might remember that I've been working an app with database source: SharePoint list. However, due to Tableau having problems connecting to SP, am currently trying with OneDrive+Excel sheet. Thus having an Excel sheet with different fields, two of them being date. In the spreadsheet, the dates are formatted, inside Excel, as day/month/year; however, in PowerApps it shows both in detail view of the entry & adding new one view, as dd/mm/yyyy plus hour and minutes.

dateFormat.png

The question is: is there any way to 'remove' the option to add hour/minute AND remove it from the detail view?

 

--

 

The second question is regarding user/userlist from office365. In SharePoint list I could add a column defined as person/group and it would allow me to type person name/email and it would suggest the one I'm looking for, able to select it. As far I know, this in Excel is impossible to do. Therefore, it is written manually in the spreadsheet (the examples, at least).

So, if I want to have the same option I have in my app that uses SP List as datasource, what can I do?

  • Should I have a second table with all the name and emails of the people in the workplace?
  • Or can PowerApps 'refer' so to speak, to the place it is "hosted", like, (business) OneDrive and from it get the users of the place?

 

--

 

The last part of the topic is regarding the permissions needed for the users when you share/publish the app. With SharePoint as datasource, I had to add them to the SP List as members in order to be able to edit, add entries, remove them, and so on. In OneDrive/Excel file, how would it work? Or is it "automatic" when you share it to people (the app)? Meaning, I create app with Excel table as datasource, I make the app, and then publish it. When I email link /add people to app, they can, without any change, add/edit/view the app content?

 

Any help would be greatly appreciated.

 

Thanks in advance,

6 ACCEPTED SOLUTIONS

Accepted Solutions
RandyHayes
Super User
Super User

@FelipeCaruSo...lot's of questions in this one going on!!

 

First - The Date with Times.  You can delete the time portion from your Form.  You will need to unlock the DataCard and then either make the HourValue, MinuteValue and Separator not visible, or remove the MinuteValue and HourValue controls.  Keep in mind if you remove, you will need to adjust the values of the other items in the DataCard as they rely on those for some formulas. Just keep clicking on the red x's and fix.

(By the way...the minute control is one of my favorites, only because I will throw a form with one up sometimes JUST to get its items list...I hate typing them all out - look at it, you'll see what I mean)

 

Second:

Because you are a PowerApp that is on the Office 365 platform, your app will have access to the full Office365Users list out there in order to collect and/or feed values and lookups in your data.

 

Third:

Currently, using an Excel file from OneDrive will have the Excel file being in your OneDrive.  In order for others to access it, you will need to not only share the App with them, but also share the Excel file with them through your OneDrive.

 

Hope this fuels some thought.

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View solution in original post

@FelipeCaru 

 

Q1:
Will look it up. In the edit/new one I'll put them in false (visible) then, the 'detail' view should have it too, no? Also, between not visible and deleting, better not visible or doesn't matter much?

Yes, I would just make them not visible in all places you don't care about them.  

 

Q2:

How do I make a search/combobox/list that lets me search for users? When I used it on Sharepoint didn't have problems since the column in SP was configured for 'users' in the organization thus, I suspect, the setting/configuration was exported to PowerApps. But, starting from PA, well, no clue there. Any help would be appreciated.

Try this, in your App, add a new screen and choose Email Screen.  Take a look at the logic in that screen.  This will have very good examples of how to implement a people search for your Office365 users.

 

Q3:

When sharing the Excel spreadsheet though, the person has to have permissions to edit or just view? If I want the person to be able to add new entries to the list via the app.


If you want them to add new entries - that would be edit.  So, they would need the permission to view and edit.

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View solution in original post

@FelipeCaru  So, yes, this is all possible.  However you are entering the fringes of built-in functionality and crossing over into the "development" of that capability.  This just means that you will have to craft out how you want to do this and then choose the right controls and the right actions to make it happen.

I did an App recently where we needed to dynamically search lists while the user typed and then if any one matched, fill in fields from many different sources.  If not, then automatically put them into entry mode.  If multiple then have then select.  

All very doable, but it took a coordination of controls to make it happen.  Nothing out of the box would solve that.

 

You might be facing some of those same situations as you move forward with the design.

 

For some of the specifics on this, you are dealing with a text field in Excel.  There is no concept of a person field there like SharePoint.  So, name, email, whatever...it's just text.  If you're going to do lookups to the Office 365 users, you'll need to use the information from that field or from text input.  Either way, you can do so by SearchUsers or you can specifically get information if it is an email address.

On that note - I would almost always opt for storing the user information as email rather than display name.  Email is unique to each user - names are not always unique.

 

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View solution in original post

@FelipeCaruso are you dealing with case?  If so, you might want to revise as follows:

Set(correoUsuario,Lower(User().Email))

Distinct(Filter(DBTable, correoUsuario=Lower('Correo encargado')),'Nombre Proyecto')

SortByColumns(Filter(DBTable,'Nombre Proyecto'=listaProyectos.Selected.Value && correoUsuario=Lower('Correo encargado')),"Fecha_x0020_Termino",If(SortDescending1,Descending,Ascending))

If that's not working, then try to throw a label up and set the Text to correoUsario then look at your source data and make sure you are comparing EXACT instances. 

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View solution in original post

@FelipeCaru  ah yes...the ol' gotta save and get out and back in routine!  

When things don't seem quite right, I usually take these steps:

1) Refresh data source

2) Throw a label on the screen and set the text to something I know is a correct result.

3) Retype the variable or other value in the place that it seems to fail (yes, believe it or not, this happens often - same exact thing, one fails one works).

4) Am I relying on something that has to fire in an OnVisible or OnStart? Go there and fire it off.

5) Save

6) Exit

7) Edit again.

 

The "View online" should work for you...I would be suspicious. 

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View solution in original post

@FelipeCaru  yes, you can just set the text format however you like.

Go into the Text property of that Label control in your Gallery and set it to the following:

    Text(ThisItem.yourFieldName, "dd/mm/yyyy")

 

That should give you the format you need.

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View solution in original post

24 REPLIES 24
RandyHayes
Super User
Super User

@FelipeCaruSo...lot's of questions in this one going on!!

 

First - The Date with Times.  You can delete the time portion from your Form.  You will need to unlock the DataCard and then either make the HourValue, MinuteValue and Separator not visible, or remove the MinuteValue and HourValue controls.  Keep in mind if you remove, you will need to adjust the values of the other items in the DataCard as they rely on those for some formulas. Just keep clicking on the red x's and fix.

(By the way...the minute control is one of my favorites, only because I will throw a form with one up sometimes JUST to get its items list...I hate typing them all out - look at it, you'll see what I mean)

 

Second:

Because you are a PowerApp that is on the Office 365 platform, your app will have access to the full Office365Users list out there in order to collect and/or feed values and lookups in your data.

 

Third:

Currently, using an Excel file from OneDrive will have the Excel file being in your OneDrive.  In order for others to access it, you will need to not only share the App with them, but also share the Excel file with them through your OneDrive.

 

Hope this fuels some thought.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
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@RandyHayes 

Hey there again, yeah, well, like I said the first time, totally new user of PowerApps 😄 Anyway, on to topic:

 

Q1:
Will look it up. In the edit/new one I'll put them in false (visible) then, the 'detail' view should have it too, no? Also, between not visible and deleting, better not visible or doesn't matter much?

 

Q2:

How do I make a search/combobox/list that lets me search for users? When I used it on Sharepoint didn't have problems since the column in SP was configured for 'users' in the organization thus, I suspect, the setting/configuration was exported to PowerApps. But, starting from PA, well, no clue there. Any help would be appreciated.

 

Q3:

When sharing the Excel spreadsheet though, the person has to have permissions to edit or just view? If I want the person to be able to add new entries to the list via the app.

@FelipeCaru 

 

Q1:
Will look it up. In the edit/new one I'll put them in false (visible) then, the 'detail' view should have it too, no? Also, between not visible and deleting, better not visible or doesn't matter much?

Yes, I would just make them not visible in all places you don't care about them.  

 

Q2:

How do I make a search/combobox/list that lets me search for users? When I used it on Sharepoint didn't have problems since the column in SP was configured for 'users' in the organization thus, I suspect, the setting/configuration was exported to PowerApps. But, starting from PA, well, no clue there. Any help would be appreciated.

Try this, in your App, add a new screen and choose Email Screen.  Take a look at the logic in that screen.  This will have very good examples of how to implement a people search for your Office365 users.

 

Q3:

When sharing the Excel spreadsheet though, the person has to have permissions to edit or just view? If I want the person to be able to add new entries to the list via the app.


If you want them to add new entries - that would be edit.  So, they would need the permission to view and edit.

_____________________________________________________________________________________
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NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
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@RandyHayes 

Q1:

Alright, thank you (:

 

Q2:

mailList.png

I did the test with one of those screens, the code is, however, in a Item property of a gallery. However, the field I want to have people input user/mail, is in a Datacard inside a Form. I tried the formula from mail above, changing "textSearchBox" for "datacardvalue9" (the corresponding one), however, the error it shows is: "property expects text values, but this rules produces incompatible Table values".

Addendum: the PowerApps version I am workin on the Excel App (different enviroment) has the , instead of ; and "UsuariosdeOffice365" gets replaced for "Office365Users", as additional info.

Addendum2: the code I tried in the datacard inside the form is:

If(!IsBlank(Trim(DataCardValue9.Text)), Office365Users.SearchUser({searchTerm: Trim(DataCardValue9.Text), top:15}))

Q3:
Neato, did a test to check it, and without invite, can't see data. After invite, all peachy 😛

 

 

 

EDIT/ADDENDUM:

I tried with adding a combobox like seen in (https://powerusers.microsoft.com/t5/General-Discussion/Edit-view-add-field-Select-or-add-new-one/td-...), however I think the problem with following that, would be the AllowedValues, no? Since, for example, my AllowedValues in this case would be:

RenameColumns(Distinct(Table1,Responsable),"Result","Value")

By reusing same code. HOWEVER, I don't need to select distinct from the 'responsable' column in Excel (even if that is the camp that will be filled), thus, I'd remove it, but it gives error: "Column 'result' does not exist'.

Any help on this?

@FelipeCaru  looks like we're just down to Q2 now...

 

So, for the allowed values - If you don't need them, then you need to change the control type to just a standard dropdown.  You might recall in the linked posting, when we added the field to the Form, we had to change the control type to "allowed values" - that created the AllowedValues property for us to us.  If you don't need that, then when you add the field to the Form, just have its type as a dropdown.

 

However, I'm not entirely clear on what you will be "dropping down".  Did you want that dropdown to have everyone in it?  That might not be practical.  

In the Email screen you added, you will see that the mechanics of it are that they have an input for the name and then fill a gallery with potential names from a SearchUser call.  There is currently no way to just get all the names in O365 to populate a list (at least not with just a call to a function).  So, you have to provide a way to search them and then selected them and then fill them in.  As you see in the Email screen, they do that and then add them to a collection as you select them.  

Depending on your purpose on the DropDown, you could do something similar and then fill in the value for the DropDown.

BUT...again, not understanding the DropDown or where the real value comes from or what it is.  As I understand it, it is a column in an Excel spreadsheet, and thus it is just a text column.  So, having a dropdown might not be what you want.  

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@RandyHayes 

The ideal thing would be that the box, when writting the name of the person, it would suggest which one and be able to select it, not having a dropdown with many, many users. And also, if possible, to be able to input more than one person.

For example, I'd have:

- Name project

- Name task

- Date start

- Date end

- In charge of

Of those, all are just text in Excel, and date have well, date format. However, when the person in the form can edit an entry or add a new one, of the previous columns, project would be like the one in the linked thread that we resolved last week; task just an input text -standard, so to speak-, and finally, in the 'in charge of' be able to, as said at start of the reply, start writing name and suggest which one, and select it, thus having users/email on it. Kinda like:

mailList2.png

(which is from the email screen, but using as example).

 

Is this even possible on a form? If not, a way to "select" or "use" the values of a mail gallery (myContacts? I think it was) and use those values to fill that datacard?

 

As an extra question, text from Excel, either username or mail, is it possible for PowerApps to recognize it as such?

@RandyHayes 

Add:
Main reason I want this is I later want to be able to filter by users, like I did with the app I have with SharePoint list. Therefore, having an item/entry linked to user(s) will allow me to filter by users, so "user1" will only see the tasks "user1" has.

 

EDIT:
Have a random idea which I am not sure it is possible.

What if "OnSelect" of the "in charge of" lead to the "mail screen", where user can select persons there. And after that, the user clicks a "ticket" for being 'done' and it takes to the previous screen in which the box with "responsible" now has the selected persons name in it.

To try to clarify a bit:

- Select "responsable" box --> takes you to "email default view" and then user selects person responsible of task.

- Selected people are "stored" somewhere?

- Click done and takes back to edit/new screen, where the 'responsable' box now has the values of the 'stored' data

 

That way, later on, if I wanted to filter by username I could make filter of "User().FullName" and some string function of "contains this string", comparing both and showing only those who do contain the string, since it is an Excel file, would be string only

 

EDIT2:
Or, perhaps I'm trying too hard due to Excel scope and instead for later filter use, that box should have the user input the emails of the people responsible of, manually, and then later on the filter of the gallery, well, filter according to the mail column and compare it with User().Email?

 

@FelipeCaru  So, yes, this is all possible.  However you are entering the fringes of built-in functionality and crossing over into the "development" of that capability.  This just means that you will have to craft out how you want to do this and then choose the right controls and the right actions to make it happen.

I did an App recently where we needed to dynamically search lists while the user typed and then if any one matched, fill in fields from many different sources.  If not, then automatically put them into entry mode.  If multiple then have then select.  

All very doable, but it took a coordination of controls to make it happen.  Nothing out of the box would solve that.

 

You might be facing some of those same situations as you move forward with the design.

 

For some of the specifics on this, you are dealing with a text field in Excel.  There is no concept of a person field there like SharePoint.  So, name, email, whatever...it's just text.  If you're going to do lookups to the Office 365 users, you'll need to use the information from that field or from text input.  Either way, you can do so by SearchUsers or you can specifically get information if it is an email address.

On that note - I would almost always opt for storing the user information as email rather than display name.  Email is unique to each user - names are not always unique.

 

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

@RandyHayes 

Hm, I think I am by far too inexperienced/not enough background to start building custom 'stuff' in PowerApps, so I think I'll go by input mail.

For that case, user manually enters mail in the field, the filter/lookup/search would go on the showcolumn part of the gallery no? Like, in previous help you have, well, helped me with.

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There's a wide array of expert speakers across #MPPC24, including the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Laura Graham-Brown, Lilian Stenholt Thomsen, Lindsay Shelton, Lisa Crosbie, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more.   Click the image below to find out more and register for what is sure to be a jam-packed event in beautiful Brussels!     For more events, click the image below to visit the Community Days website.   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages              

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

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