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How to show records that are assigned to currently logged-in user in model-driven app.

Hi Folks,

I'm trying to find a way how to create a View in model-driven Power Apps app that shows only records that belong to actually logged in user (data comes from Dataverse DB)? I need this view to allow all supervisors to update the data of their subordinates, however they cannot see other records.

I know how to do it in canvas app (filter the records by comparing: 'Supervisor email' = varO365Email), however I have no clue how to prepare such a view in model-driven app.

I have a 'Supervisor email' field (screenshot attached) in Dataverse and based on that field each supervisor should only see their records. There should be some way, in SharePoint the only thing to do is to leverage [Me] in view edit mode and it works perfectly (screenshot attached).

f24815c1-1e44-4e53-935f-0ee3c3343d15.png

SharePoint filter items.png

Any help will be appreciated. Thanks!

6 REPLIES 6
Ethan_R
Super User
Super User

Hi @pawelpomaranski ,

 

Does the records also belong to those users?

Or Any lookup linked to the Record?

Or its just the Email ID?

 

You can use fetchXML:

1. For Record Owners -> You have Owner equals 'Current User'

2. For Related Records -> You can do the same thing in related table filters

 

There's another Approach is to make Views and that's Personalized Views. 

1. User can create views if they have sufficient roles. (If user don't have privileges then use #2)

2. Admin can create personalized views for each user and share it to them personally so they can view the Views

Hope this helps

Amik
Super User
Super User

Hi @pawelpomaranski,

 

1. Open the view and then select Edit filters

 

Amik_0-1684312076461.jpeg

 

2. Select a people column (e.g. Created by, Owner) or a Lookup column associated to the Users table.

 

Amik_1-1684312138543.jpeg

 

3. Select Equals current user

 

Amik_2-1684312163205.jpeg

 

Note that people fields must have “Searchable” checked in order for the field to appear as an option in the filters.

 

Amik_3-1684312182254.jpeg

 

Regarding the option to limit the visibility of Views to specific users, you can associate Forms to Security roles, but not Views.

 

Some options:

 

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If you like my response, please give it a Thumbs Up.

Imran-Ami Khan

Hi @Ethan_R ,

It's just the Email ID. Each quarter of the year we perform user access review based on the Excel master file. Excel data is then loaded to Dataverse table (approx. 40K records that belong to 500 supervisors). Email ID should be used to identify the current logged in user and now I think I've made a mistake when setting up the Database. 

'Supervisor email' field is of type single line of text > email (screen attached) and it should be of 'Customer' type, shouldn't it? 

When I checked filtering options in a view, 'Supervisor email' doesn't have the option 'Equals current user', while 'Owner' field has it because it's a 'Person' type field. 

 

Personalized Views are not an option, there's simply to many supervisor in my scenario, I would need to create hundreds of them. 

Sup_email column1.pngSup email filter.png

@Ethan_R - would it work if I try to load the Excel file through Dataflows functionality in a new table and use Supervisor email field to be of type 'Customer'/'Person' in Dataverse? Or would it throw me an error? 

If that works, I would be able to set up the filtering criteria so each supervisor sees only their records. 

Hi @pawelpomaranski ,

 

If you are creating new Table then you can set lookup field where data can be pulled from 'Customer' in your case (as you said). 

You need to add details in those table and then link it. 

While importing, make sure the formats are correct else import can fail. 

 

Once this is set, yes you can use filters as said above

@Ethan_R thanks for additional suggestions. 

I tried to use Dataflow to load Excel records to Dataverse, but I don't see any option how to associate 'Supervisor email' field from Excel to a 'Customer' field in Dataverse. Power Query doesn't give me the possibility to change field type to 'Customer' and it's not possible to map it.

1. Is this some kind of Dataflow limitation? 

2. Is there a workaround possible by using Power Automate for example?

Hi @pawelpomaranski ,

 

There's no direct referencing thing for Import.

Quick question:

1. Are you always going to Import records or this is instance then next is all in App?

If so, you can write a Plugin or Flow that copies Email from customer and map the Email on the Record you import.

You can use JS (Form level) and Plugin Import Level or anytime if Customer is linked to populate Email ID.

 

2. You can use Flow for automatically populate Email ID when you have linked Customer(lookup) to the Record.

3. You can also check out this blog if it helps

 

Hope this helps

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