Gallery items not returning full list despite using non-delegatable queries

[misc]

I've tried looking at previous forum and blog posts with no luck so hoping someone here might be able to tell me where I've gone wrong.

My app's data is held in a SharePoint list, it has 550 records (and counting). When people are using the app 'older' records are not showing for them (they are showing to me, but I think this is because of my permissions - this is making it harder for me to figure out where I'm going wrong)

I have set the settings Data Row Limit to 2000

and then because that didn't work I reworked how my gallery is pulling in the data to remove all delegatable queries so now On Start I have:

ClearCollect(
   colWholeList,
   Sort(
      'LAB01 - Emergency Out of Hours Response',
      ID,
      Descending
   )
)

and then my Gallery Items is:

SortByColumns(If(
    Searchdpd.Selected.Value = "All Buildings", 
    Filter(
	    Search(colWholeList, SearchBox.Text, "d6rj", "hcim"),
'Creator Email'=varUserEmail|| IsO365GroupMember = true||varUserEmail in Split(SharedWith,"; ")),
        Filter(
	Search(colWholeList, SearchBox.Text, "d6rj", "hcim"),
'Creator Email'=varUserEmail|| IsO365GroupMember = true||varUserEmail in Split(SharedWith,"; "),Searchdpd.Selected.Value = Building)), "OData__x0062_et4", Ascending)

This does not give a delegation warning and shows all the items from the list to me (I am, however, part of the Is0365GroupMember variable)

When other users view the app, they still cannot see older records. I don't think it's to do with permissions because if I copy the record into a new line on the list then it shows up in their app.

What am I missing?!

[Scott_Parker · Accepted solution]

You've eliminated delegation warnings because you're filtering a collection. So, it is no longer a delegation issue. SharePoint lists can have individual permissions on items, maybe your users don't have permissions to see those items. Test this by opening up one of your problem items and checking the permissions of a user.

Assuming you have a modern SharePoint, Select the Item -> Manage access -> Advanced (at the bottom, scroll down if needed) -> Permissions Ribbon -> Check Permissions. Type in the user you want to test.

[misc]

So the way I have set it up is that everyone has access to the backend data, and the permissions are set via the app (see the 'SharedWith' or 'CreatedBy' part of the formula above).

Thing is, as I said - without making any changes to the data itself if I copy the old row of data into a new row it is then visible to the end users who are listed in those columns (their email addresses are definitely correct and since I posted the formula above I've also added Lower() to the varUserEmail and the Split function to ensure that this isn't catching it out to no change) 

so tldr is I don't understand how it could be a permissions issue when other (newer) records are showing despite being shared in exactly the same way

[Scott_Parker]

I understand that you're determining "permissions" with the app. I like to use the same strategy. I'm pointing out that if one item in a SharePoint list that is identical to another with regard to all fields used by your app to determine "permissions", then a possible difference between the two items that could restrict someone from seeing the item would be the SharePoint item level Permission.

I recognize that might seem infeasible if you personally created this SharePoint list and have good reason to believe that permissions inheritance was never broken on any items, but I can't think of another explanation.

[WarrenBelz]

Hi @misc ,

Collections in themselves are "hidden" Delegation limits - they will only collect numbers up to your Delegation limit (and I believe this is your issue here). I have a blog on Delegation with some suggestions on how to collect more records.

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.

Visit my blog Practical Power Apps

[misc]

Thank you - I will have another look at this to include a higher limit, though I'm still a little confused as my list is well below 2000 records so in my understanding this should have worked fine with the 'normal' collection, shouldn't it?

[WarrenBelz]

Hi @misc ,

As long as your Delegation limit is set to 2,000, then yes, a collection will gather all the relevant records if they are less than this.