(changing names for simplicity on my part) If you can help me with this, I don't mind tipping for time. At all. I'm kind of in a time crunch for this project.
I have a SharePoint List where a user can be assigned to: Group A, Group B or Group C.
They should only be able to create and view SharePoint List Items for their designated Group using my power app.
(1) How do I filter a gallery based on the group that the logged in user belongs to?
(2) How do I filter the drop down based on the group that the logged in user belongs to?
Case examples:
I belong to Group A. I go to submit a new item. I should only be able to select Group A from the dropdown because the app knows I belong to Group A.
I belong to Group A. I want to see the Gallery filter all items submit by group A. These can be from me or my Group A Team mates.
On Start=
Set(varUser, User());
Set(isuserinSPGroupA, !IsBlank ( LookUp ( 'Security List', Title = "Group A")));
Set(isuserinSPGroupB, !IsBlank ( LookUp ( 'Security List', Title = "Group B")));
Set(isuserinSPGroupC, !IsBlank ( LookUp ( 'Security List', Title = "Group C")));
Solved! Go to Solution.
Well, the trouble with that method is that you appear to be trying to individually assign groups to list items.
I am assuming it is just the Security list that you are doing this on!?
Otherwise, users in general need read access (at a minimum) to the list for the app to work.
Beyond that, if you are assigning only permission to individual records and not the list itself, then you can change the initial formula to:
With({_usr: User()},
Set(glbUserGroups,
{GroupA: LookUp('Security List', Title="Group A", true),
GroupB: LookUp('Security List', Title="Group B", true),
GroupC: LookUp('Security List', Title="Group C", true)
}
)
)
As for the rest of your needs - "then when I submit my item I not only see items created by me but I also see items created by anyone else in Group A." This is not something you will get out of the box.
As mentioned, users will Have to have read permission to the list to see anything. Unless you are going to manually manage access on every record (that would be a challenge), they will not see anything.
There is an option in SharePoint for people to only see the records they create, but that is not going to help.
What you might want to look a little more into is the automation to break inheritance on lists. This article describes the process pretty well.
Now with that said...you don't have to have a separate security list either, you can check for group membership in your app to see if a person is just part of a particular group.
Hopefully this is fairly clear and useful.
I am not seeing you account for the user in your formula to set the variables.
Here is what I would recommend in the OnStart:
With({_usr: User()},
Set(glbUserGroups,
{GroupA: LookUp('Security List', Title="Group A" && userColumn=_usr.Email, true),
GroupB: LookUp('Security List', Title="Group B" && userColumn=_usr.Email, true),
GroupC: LookUp('Security List', Title="Group C" && userColumn=_usr.Email, true)
}
)
)
For your Dropdown:
Filter(
Table(
{Value: "Group A", en: glbUserGroups.GroupA},
{Value: "Group B", en: glbUserGroups.GroupB},
{Value: "Group C", en: glbUserGroups.GroupC}
),
en
)
As for the gallery...not sure what your columns are there or how you want to filter it, so if you can expand on that a little, that would help.
Hello thank you for responding so quick. I feel this will be a challenge.
I should have been more specific.
I am using a list with Group A, Group B and Group C utilizing separate row based security I do not have a Column with a person selected next to each.
For example, if I clicked on ellipses on Group A, I use Manage Access to assign a SP Permissions Group to this Record. (image)
The reason I thought this was the best option for me, is because There will be a Group A Manager who will need to add and remove multiple people from his group only. Same for Group B and Group C. If you have a better way to do this, I am open to changing my ways.
See image: Group A is assigned to list item Group A. Group B to list item Group B, Respectively.
So in summary - in case I lost you, because I kind of just lost myself right there haha:
Depending on the user, the app will know what group they belong to because of the Permissions being used in the Security List.
Say I open up the app, it knows its me, Madeline & I am with Group A so it shows me dropdown options for my group only and then when I submit my item I not only see items created by me but I also see items created by anyone else in Group A.
Hope this helps clear my confusion up!
Well, the trouble with that method is that you appear to be trying to individually assign groups to list items.
I am assuming it is just the Security list that you are doing this on!?
Otherwise, users in general need read access (at a minimum) to the list for the app to work.
Beyond that, if you are assigning only permission to individual records and not the list itself, then you can change the initial formula to:
With({_usr: User()},
Set(glbUserGroups,
{GroupA: LookUp('Security List', Title="Group A", true),
GroupB: LookUp('Security List', Title="Group B", true),
GroupC: LookUp('Security List', Title="Group C", true)
}
)
)
As for the rest of your needs - "then when I submit my item I not only see items created by me but I also see items created by anyone else in Group A." This is not something you will get out of the box.
As mentioned, users will Have to have read permission to the list to see anything. Unless you are going to manually manage access on every record (that would be a challenge), they will not see anything.
There is an option in SharePoint for people to only see the records they create, but that is not going to help.
What you might want to look a little more into is the automation to break inheritance on lists. This article describes the process pretty well.
Now with that said...you don't have to have a separate security list either, you can check for group membership in your app to see if a person is just part of a particular group.
Hopefully this is fairly clear and useful.
Hi Randy, thanks but I think I'm just burning myself out here because i'm not grasping it.
So do you perhaps know an easier way to on start have the app recognize which SharePoint Permission Group a person belongs in? You said i don't need to have a separate list. Which is hopeful.
"If these people are in SharePoint permission group A, filter gallery to show items only created by Group A" kind of scenario?
My ultimate goal is for the app to just know what permissions a person has when they start the app and filter the gallery accordingly. I can deal without the dropdown , If i can just get one win today. Like a gallery showing only item created by the people in a group.
Yes...but here is the kicker -
""If these people are in SharePoint permission group A, filter gallery to show items only created by Group A" kind of scenario?"
When you say "Items" I assume you mean items in a separate list, not the security list. And, we've not mentioned that one. Is there some column or indicator in the record to determine what is group A, B or other?
Yes. Separate list. Correct.
It's a list full of Job openings.
So, for example, Group A has permissions to submit applications for "HR".
Group B can submit applications for "IT" ect.
Every group can submit to this same list but they should only be able to see their groups' applications. Thats why i am trying to get permissions created per Group so that way in the app they can only see applications via their Group of people.
--------------------------
On a Follow up note, I used your glbUserGroups concept. It recognizes individual names but not Selected Groups with multiple names, I know i must have missed something on my end.
Thanks again for everything so far. Either way, i appreciate the time spent
So you're still faced with the fact that you don't have that level of control on the items in your list.
A user must have create/edit permission to create any entry. This means that they need read access as well. So, by default the users will see all items.
The only way to change that is to not give people access to the list (breaks app) but instead then manage permission and share with them (then the app would work but for that one item only).
So that means that every entry someone makes would need to then be assigned permission to the appropriate group. That would be impractical to do manually.
The article I pointed out though would do exactly that - it would break the inheritance on the item, then it would assign the person creating full control and then it would add a group to have full control as well.
This would solve the need for the list part.
As for the rest, well, you really don't have to deal with figuring out which group is which and what to display. With the permissions altered from the above mentioned process, when the user goes in, they would only see what is in their group. No need to check and alter the app...it would work the same for all users and all groups.
As for your follow-up - no, that formula is not meant for multiple select users. It was based on the assumption that you were NOT using a people column in your list and that instead you were using the manage permissions action to allow only certain records to be seen. Then, the formula would not use the person name at all because the concept is - if you can look up the record, then you obviously have permission to it and thus you are "in that group"
Good evening Randy,
8:30 PM and I just cant sleep without trying to fix this.
I followed the steps in the article and it is working as directed... 'Created By' gets permissions and 'Group A' gets edit permissions as well. Now my mind is stuck at how does this bring me to the solution that I need?
That solution being: different groups to see different records.
Say, an item could be categorized 3 different ways. HR, IT, FrontOffice.
Case:
I create an item categorized as IT. This should be seen by Group A.
Sally Creates an item for HR, this should be seen by Group B.
Rob creates item for Front Office, this should be seen by Group C.
None of these items should be seen by other groups.
At this current moment, the workflow runs on every record and shares every record with the same Group once it is created/modified. How do I let he workflow know different categories of items should be shares with certain groups only?
Thanks again!! =s
So this brings me back to some of the original thinking...how are you identifying the item as to what group it belongs to? You should have (seems to me) at the very least, a Group or Department column in your record.
Then you would alter your PowerAutomate flow to look at that category/group and assign permission based on that. So, if the cat/group is "IT", then it would assign the IT group permission. etc.
In the bustling world of technology, two dynamic leaders, Geetha Sivasailam and Ben McMann, have been at the forefront, steering the ship of the Dallas Fort Worth Power Platform User Group since its inception in February 2019. As Practice Lead (Power Platform | Fusion Dev) at Lantern, Geetha brings a wealth of consulting experience, while Ben, a key member of the Studio Leadership team at Lantern, specializes in crafting strategies that leverage Microsoft digital technologies to transform business models. Empowering Through Community Leadership Geetha and Ben's journey as user group leaders began with a simple yet powerful goal: to create a space where individuals across the DFW area could connect, grow their skills, and add value to their businesses through the Power Platform. The platform, known for its versatility, allows users to achieve more with less code and foster creativity. The Power of Community Impact Reflecting on their experiences, Geetha and Ben emphasize the profound impact that community engagement has had on both their professional and personal lives. The Power Platform community, they note, is a wellspring of resources and opportunities, fostering continuous learning, skill enhancement, and networking with industry experts and peers. Favorite Moments and Words of Wisdom The duo's favorite aspect of leading the user group lies in witnessing the transformative projects and innovations community members create with the Power Platform. Their advice to aspiring user group leaders? "Encourage diverse perspectives, maintain an open space for idea-sharing, stay curious, and, most importantly, have fun building a vibrant community." Building Bridges, Breaking Barriers Geetha and Ben encourage others to step into the realm of user group leadership, citing the rewarding experience of creating and nurturing a community of like-minded individuals. They highlight the chance to influence, impact, and positively guide others, fostering connections that extend beyond mere technology discussions. Joining a User Group: A Gateway to Growth The leaders stress the importance of joining a user group, emphasizing exposure to diverse perspectives, solutions, and career growth opportunities within the Power Platform community. "Being part of such a group provides a supportive environment for seeking advice, sharing experiences, and navigating challenges." A Year of Milestones Looking back at the past year, Geetha and Ben express pride in the group's growth and global participation. They recount the enriching experience of meeting members in person at the Microsoft Power Platform conference, showcasing the diverse range of perspectives and guest speakers that enriched the community's overall experience. Continuous Learning on the Leadership Journey As user group leaders, Geetha and Ben recognize the continuous learning curve, blending interpersonal skills, adaptability, and dedication to foster a vibrant community. They highlight the importance of patience, persistence, and flexibility in achieving group goals, noting the significance of listening to the needs and suggestions of group members.They invite all tech enthusiasts to join the Dallas Fort Worth Power Platform User Group, a thriving hub where the power of community propels individuals to new heights in the dynamic realm of technology.
This is the TENTH post in our ongoing series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other! This Week: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start. Community Support is part of every one of our communities, accessible to all our community members. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Community Accounts & Registration is the go-to source for any and all information related to your account here in the community. It's full of great knowledge base articles that will help you manage your community account and know what steps to take if you wish to close your account. ● Power Apps ● Power Automate ● Power Pages, ● Copilot Studio Using the Community is your source for assistance with everything from Community User Groups to FAQ's and more. If you want to know what kudos are, how badges work, how to level up your User Group or something else, you will probably find the answers here. ● Power Apps ● Power Automate ● Power Pages ● Copilot Studio Community Feedback is where you can share opportunities, concerns, or get information from the Community Engagement team. It's your best place to post a question about an issue you're having in the community, a general question you need answered. Whatever it is, visit Community Feedback to get the answers you need right away. Our team is honored to partner with you and can't wait to help you! ● Power Apps ● Power Automate ● Power Pages ● Copilot Studio
What an amazing event we had this year, as Microsoft showcased the latest advancements in how AI has the potential to reshape how customers, partners and developers strategize the future of work. Check out below some of our handpicked videos and Ignite announcements to see how Microsoft is driving real change for users and businesses across the globe. Video Highlights Click the image below to check out a selection of Ignite 2023 videos, including the "Microsoft Cloud in the era of AI" keynote from Scott Guthrie, Charles Lamanna, Arun Ulag, Sarah Bird, Rani Borkar, Eric Boyd, Erin Chapple, Ali Ghodsi, and Seth Juarez. There's also a great breakdown of the amazing Microsoft Copilot Studio with Omar Aftab, Gary Pretty, and Kendra Springer, plus exciting sessions from Rajesh Jha, Jared Spataro, Ryan Jones, Zohar Raz, and many more. Blog Announcements Microsoft Copilot presents an opportunity to reimagine the way we work—turning natural language into the most powerful productivity tool on the planet. With AI, organizations can unearth value in data across productivity tools like business applications and Microsoft 365. Click the link below to find out more. Check out the latest features in Microsoft Power Apps that will help developers create AI-infused apps faster, give administrators more control over managing thousands of Microsoft Power Platform makers at scale, and deliver better experiences to users around the world. Click the image below to find out more. Click below to discover new ways to orchestrate business processes across your organization with Copilot in Power Automate. With its user-friendly interface that offers hundreds of prebuilt drag-and-drop actions, more customers have been able to benefit from the power of automation. Discover how Microsoft Power Platform and Microsoft Dataverse are activating the strength of your enterprise data using AI, the announcement of “plugins for Microsoft Copilot for Microsoft 365”, plus two new Power Apps creator experiences using Excel and natural language. Click below to find out more about the general availability of Microsoft Fabric and the public preview of Copilot in Microsoft Fabric. With the launch of these next-generation analytics tools, you can empower your data teams to easily scale the demand on your growing business. And for the rest of all the good stuff, click the link below to visit the Microsoft Ignite 2023 "Book of News", with over ONE HUNDRED announcements across infrastructure, data, security, new tools, AI, and everything else in-between!
This is the ninth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other! Today's Tip: All About the Galleries Have you checked out the library of content in our galleries? Whether you're looking for the latest info on an upcoming event, a helpful webinar, or tips and tricks from some of our most experienced community members, our galleries are full of the latest and greatest video content for the Power Platform communities. There are several different galleries in each community, but we recommend checking these out first: Community Connections & How-To Videos Hosted by members of the Power Platform Community Engagement Team and featuring community members from around the world, these helpful videos are a great way to "kick the tires" of Power Platform and find out more about your fellow community members! Check them out in Power Apps, Power Automate, Power Pages, and Copilot Studio! Webinars & Video Gallery Each community has its own unique webinars and videos highlighting some of the great work being done across the Power Platform. Watch tutorials and demos by Microsoft staff, partners, and community gurus! Check them out: Power Apps Webinars & Video Gallery Power Automate Webinars & Video Gallery Power Pages Webinars & Video Gallery Copilot Studio Webinars & Video Gallery Events Whether it's the excitement of the Microsoft Power Platform Conference, a local event near you, or one of the many other in-person and virtual connection opportunities around the world, this is the place to find out more about all the Power Platform-centered events. Power Apps Events Power Automate Events Power Pages Events Copilot Studio Events Unique Galleries to Each Community Because each area of Power Platform has its own unique features and benefits, there are areas of the galleries dedicated specifically to videos about that product. Whether it's Power Apps samples from the community or the Power Automate Cookbook highlighting unique flows, the Bot Sharing Gallery in Copilot Studio or Front-End Code Samples in Power Pages, there's a gallery for you! Check out each community's gallery today! Power Apps Gallery Power Automate Gallery Power Pages Gallery Copilot Studio Gallery
Are you attending Microsoft Ignite in Seattle this week? If so, we'd love to see you at the Community Lounge! Hosted by members of our Community team, it's a great place to connect, meet some Microsoft executives, and get a sticker or two. And if you're an MVP there are some special opportunities to meet up! The Community Lounge is more than just a space—it's a hub of activity, collaboration, and camaraderie. So, dive in, explore, and make the most of your Microsoft Ignite experience by immersing yourself in the vibrant and dynamic community that awaits you.Find out the schedule and all the details here: Community Lounge at Ignite! See you at #MSIgnite!
This is the eighth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other! This Week: All About Subscriptions & Notifications Subscribing to a CategorySubscribing to a TopicSubscribing to a LabelBookmarksManaging & Viewing your Subscriptions & BookmarksA Note on Following Friends on Mobile Subscriptions ensure that you receive automated messages about the most recent posts and replies. There are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.) Subscribing to a Category When you're looking at the entire category, select from the Options drop down and choose Subscribe. You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save. Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively. Subscribing to a Label You can find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe. Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board. Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area. Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu. From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format. You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes. A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.