cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
tagustin2020
Power Participant
Power Participant

Power Apps Role-based Security

@RandyHayes 

 

Hello Randy,

 

I hope you are doing well. I've been going round and round trying to get role-based security into my Onboarding app with no success. I was wondering if you could help me out.

 

Problem Statement:

We have 4 different levels of security we need to achieve:

  1. App Admins can see all Onboarding employees.
  2. Managers can only see their direct reports.
  3. Mid-Managers can see both their direct reports, plus any employees that report to managers that they manage.
  4. Managers who do not have anyone actively onboarding should not see anyone in the list.

Currently, everyone can see everything.

Onboarding Tasks Employee Gallery.png

I have 3 SharePoint lists. The one seen here that holds employee names, a feeder list called CSO Managers that helps populate cascading dropdowns within the new hire entry form and a third list called Manager Roles that consists of two columns (User - Person) and Role (Choice of Admin, Manager or MidManager).

 

Here is my AppOnStart formula:

Set(
        varUser,
        User()
    );
With(
    {
        wUserRecord: LookUp(
            'Manager Roles',
            User.Email = varUser.Email
        )
    },
    Set(
        varDirectory,
        wUserRecord.User
    );
    Set(
        varRole,
        wUserRecord.Role.Value
    )
);
If(
    IsBlank(varRole),
     With(
        {
            wUserRecord: Patch(
                'Manager Roles',
                Defaults('Manager Roles'),
                {
                    User: {
                        '@odata.type': "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
                        Claims: "i:0#.f|membership|" & varUser.Email,
                        Department: "",
                        DisplayName: varUser.FullName,
                        Email: varUser.Email,
                        JobTitle: "",
                        Picture: ""
                    }
                }
            )
        },
        Set(
            varDirectory,
            wUserRecord.User
        );
        Set(varRole, wUserRecord.Role.Value))

 

Here is my Gallery Items formula. I assume this is a good candidate for a With function, but I'm not expert enough yet on how to do that. The With formula in the OnStart of the app is borrowed from a blog post by Matthew Devaney.

Designing A Role-Based User Interface In Power Apps - Matthew Devaney

Sort(
    If(
        varRole = "Manager",
        Filter(
            'CSO Staff List',
            Phase = "Onboarding",
            txtSearchBoxOn.Text in 'Preferred Name',
            Lower('Manager Email' = varDirectory.Email)
        ),
        If(
            varRole = "MidManager",
            Filter(
                'CSO Staff List',
                Phase = "Onboarding",
                txtSearchBoxOn.Text in 'Preferred Name',
                Lower('Managers Manager Email' = varDirectory.Email)
            ),
            If(
                varRole = "Admin",
                Filter(
                    'CSO Staff List',
                    Phase = "Onboarding",
                    txtSearchBoxOn.Text in 'Preferred Name',
                    Lower(varUser.Email = varDirectory.Email)
                ),
                Filter(
                    'CSO Staff List',
                    Phase = "Onboarding",
                    txtSearchBoxOn.Text in 'Preferred Name',
                    Lower(varUser.Email = 'Email Address')
                )
            )
        )
    ),
    'Preferred Name',
    Ascending
)

 

More details can be found in the attached Word doc in case they help. I feel like I am so close, but just can't seem to get it over the fence. I'd be grateful to have your advice on the matter.

 

Thank you,

Teresa

6 REPLIES 6
rashantha
Helper II
Helper II

I would take a look at this video. It helped me a lot and is rather easy to implement and manage.

 

(428) Power Apps Role Based Security Groups - YouTube

@rashantha 

 

Thank you for the video Rashantha. I am already familiar with it. Watched it several times. It doesn't seem to be helping me with the multi-tiered need I have at the moment which is why I'm reaching out to Randy.

 

Have a great day!

Teresa

RandyHayes
Super User
Super User

@tagustin2020 

Hi Teresa.  
Sorry for the delay!!

 

I started to review and had one initial question...your OnStart formula does not seem complete.  It is missing something.  Is what you provided just a snippet of the OnStart, or is something missing?

 

Let me know on that.  The Items property of your gallery needs a lot of changes, I am correcting them but wanted to get the scoop on the OnStart formula.

_____________________________________________________________________________________
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 

 

Hi Randy,

 

I was trying to just pull out the pieces that pertained to this particular issue, but here is the full OnStart formula in case there is something that I missed. I really appreciate you taking a look.

Concurrent(
    Set(
        varRefID,
        IfError(
            Value(Param("ID")),
            0
        )
    );
    Set(
        varRecord,
        LookUp(
            'CSO Staff List',
            ID = varRefID
        )
    ),
    Set(
        varUser,
        User()
    ),
    Set(
        isAdmin,
        CountRows('People App Admins') > 0
    ),
    Set(
        varColors,
        {
            TealDark: RGBA(
                0,
                98,
                129,
                1
            ),
            TealBright: RGBA(
                28,
                181,
                216,
                1
            ),
            TealLight: RGBA(
                204,
                231,
                246,
                1
            ),
            GrayCharcoal: RGBA(
                62,
                67,
                74,
                1
            ),
            GrayMedium: RGBA(
                215,
                215,
                215,
                1
            ),
            GrayLight: RGBA(
                245,
                245,
                245,
                1
            ),
            GrayHover: RGBA(
                205,
                209,
                213,
                1
            )
        }
    ),
    ClearCollect(
        StatusColors,
        {
            Status: "Not started",
            Fill: RGBA(
                215,
                215,
                215,
                1
            ),
            Color: RGBA(
                255,
                255,
                255,
                1
            )
        },
        {
            Status: "In progress",
            Fill: RGBA(
                28,
                181,
                216,
                1
            ),
            Color: RGBA(
                255,
                255,
                255,
                1
            )
        },
        {
            Status: "Complete",
            Fill: RGBA(
                115,
                191,
                68,
                1
            ),
            Color: RGBA(
                255,
                255,
                255,
                1
            )
        }
    ),
    Set(
        varStatus,
        [
            "Active",
            "On Leave",
            "Term",
            "Onboarding",
            "Offboarding",
            "Transitioning"
        ]
    ),
    Set(
        varSortColumn,
        "PreferredName"
    ),
    Set(
        varSortDirection,
        Ascending
    ),
    Set(
        varPlaySpinner,
        false
    ),
    Set(
        varClearFilters,
        true
    ),
    Set(
        varCurrentDate,
        Date(
            Year(Today()),
            Month(Today()),
            1
        )
    )
);
With(
    {
        wUserRecord: LookUp(
            'Manager Roles',
            User.Email = varUser.Email
        )
    },
    Set(
        varDirectory,
        wUserRecord.User
    );
    Set(
        varRole,
        wUserRecord.Role.Value
    )
);
If(
    IsBlank(varRole),
     With(
        {
            wUserRecord: Patch(
                'Manager Roles',
                Defaults('Manager Roles'),
                {
                    User: {
                        '@odata.type': "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
                        Claims: "i:0#.f|membership|" & varUser.Email,
                        Department: "",
                        DisplayName: varUser.FullName,
                        Email: varUser.Email,
                        JobTitle: "",
                        Picture: ""
                    }
                }
            )
        },
        Set(
            varDirectory,
            wUserRecord.User
        );
        Set(
            varRole,
            wUserRecord.Role.Value
        )
    )
)
RandyHayes
Super User
Super User

@tagustin2020 

No worries...it was the last closing paren that was throwing me - it was missing in the original post.

 

A couple things on the OnStart.

1) The Concurrent is not of any value in your formula.  Concurrent is only helpful when you are performing multiple datasource operations.

2) You don't need the overhead of a collection for the StatusColors - a simple variable will do.

3) Slightly concerned over your logic for the user record for the roles, but it should be sufficient for the purpose of the problem you are having.

4) The odata.type on SharePoint records is no longer needed (it's not been for over 3 years now)...you can ignore using it.

 

The revised OnStart would be (white space removed for brevity on the post):

Set(varRefID, IfError(Value(Param("ID")), 0));
Set(varRecord, LookUp('CSO Staff List', ID = varRefID));
Set(varUser, User());
Set(isAdmin, CountRows('People App Admins') > 0);
Set(varColors, {TealDark: RGBA(0, 98, 29, 1)  
	    TealBright: RGBA(28, 181, 216, 1), 
	    TealLight: RGBA(204, 231, 246, 1), 
	    GrayCharcoal: RGBA(62, 67, 74, 1), 
	    GrayMedium: RGBA(215, 215, 215, 1),
	    GrayLight: RGBA(245, 245, 245, 1),
	    GrayHover: RGBA(205, 209, 213, 1)
	   }
);
Set(StatusColors,
    Table({Status: "Not started", Fill: RGBA(215, 215, 215, 1), Color: RGBA(255, 255, 255, 1)},
          {Status: "In progress", Fill: RGBA(28, 181, 216, 1), Color: RGBA(255, 255, 255, 1)},
          {Status: "Complete", Fill: RGBA(115, 191, 68, 1), Color: RGBA(255, 255, 255, 1)}
    )
);
Set(varStatus, ["Active", "On Leave", "Term", "Onboarding", "Offboarding", "Transitioning"]);
Set(varSortColumn, "PreferredName");
Set(varSortDirection, Ascending);
Set(varPlaySpinner, false);
Set(varClearFilters, true);
Set(varCurrentDate, Date(Year(Today()), Month(Today()), 1));

With({wUserRecord: LookUp('Manager Roles', User.Email = varUser.Email)},
    Set(varDirectory, wUserRecord.User);
    Set(varRole, wUserRecord.Role.Value)
);
If(IsBlank(varRole),
     With({wUserRecord: Patch('Manager Roles', Defaults('Manager Roles'), 
                            {User: {Claims: "i:0#.f|membership|" & Lower(varUser.Email),
                                    Department: "",
                                    DisplayName: varUser.FullName,
                                    Email: varUser.Email,
                                    JobTitle: "",
                                    Picture: ""
                                   }
                            }
                        )
        },
        Set(varDirectory, wUserRecord.User);
        Set(varRole, wUserRecord.Role.Value)
    )
)

I left the variables as-is, but in general, you want to try to reduce the amount of variables used when possible.

 

Next, your Gallery Items property should be more like this:

Sort(
    Filter('CSO Staff List',
        Phase = "Onboarding",
        txtSearchBoxOn.Text in 'Preferred Name',
        (varRole = "Admin") ||
        (varRole = "Manager" && Lower('Manager Email') = varDirectory.Email) ||
        (varRole = "MidManager" && 
            (Lower('Managers Manager Email') = varDirectory.Email ||
             Lower('Manager Email') = varDirectory.Email
            )
        ) ||
        Lower('Email Address') = varUser.Email
    ),
    'Preferred Name'
)   

First - Always try to avoid using If statements in your formulas for tables.  First, you end up being redundant in your formula, and second, it is harder to maintain the redundancy, and finally, it can often lead to issues in the app formula evaluation.

 

Now...the above formula will likely not provide what you want exactly because I have some additional questions:

1) When you state "Managers can only see their direct reports" - Would that indicate that the Manager Email column would contain the email of the manager?

2) You next state "Mid-Managers can see both their direct reports, plus any employees that report to managers that they manage" - This is where I got confused on things.  If I was a user that was MidManager - does this mean that my email would be in Managers Manager Email?  Also, you mention direct reports, so does that mean my email might also be in the Manager Email?

3) And finally, in your original logic (not mentioned in the text of your post), you have a condition to check the 'Email Address' against the current user.  Is this to imply that there is a 5th point to your 4 levels which would be: All users should see their own information

 

Let me know if we are getting there.

_____________________________________________________________________________________
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 

 

Hello Randy,

 

Thank you for the advice. I adjusted the OnStart formula to match your revision and tried the new Items formula. Per your prediction, it isn't working yet, no results are returned. 

 

My responses to your questions:

Now...the above formula will likely not provide what you want exactly because I have some additional questions:

1) When you state "Managers can only see their direct reports" - Would that indicate that the Manager Email column would contain the email of the manager?

Yes, the Manager Email column contains the email of the manager, but it is complicated. When I initially posted this question, I forgot that if the person is an upper-level manager (e.g. a Director, GM or VP) they should not only be able to see their own direct reports, but every name in the list regardless of whether their name appears in the Manager Email or Managers Manager Email column. To achieve this, I created a SharePoint list called 'Manager Roles' and put upper-level managers in the "Admin" group along with members of the Onboarding Team.

 

In the example below. Both Tom and James should only be able to see Alyssa, Jeremy and Cyrus. Jacob and Frances should only see Kalana.  If James or Frances, who are mid-level managers, enter a new hire name, their names will appear in the Manager Email column and the manager above them will appear in the Managers Manger Email. Lindsay and Jon are upper-level managers who need to be able to see, not only Andy, but all names in the list. Lindsay and Jon are "Admins" in the 'Manager Roles' SharePoint list.

 

CSO-Staff-List.png

 

2) You next state "Mid-Managers can see both their direct reports, plus any employees that report to managers that they manage" - This is where I got confused on things.  If I was a user that was MidManager - does this mean that my email would be in Managers Manager Email?  Also, you mention direct reports, so does that mean my email might also be in the Manager Email? Per the explanation above, yes. It is a pretty liquid situation...I think the primary value of having these 2 columns in the CSO Staff list is that they provide a sense of org structure whereas the 'Manager Roles' SharePoint list does not. It simply states which group they have been added to.

3) And finally, in your original logic (not mentioned in the text of your post), you have a condition to check the 'Email Address' against the current user.  Is this to imply that there is a 5th point to your 4 levels which would be: All users should see their own information.

Only managers and member of the Onboarding team have access to this app. Since the roles are so fluid, I'm not sure how best to apply the logic, but as previously mentioned if they are an "Admin" in the 'Manager Roles' SharePoint list, they should be able to see all names in the CSO Staff List regardless of whether their name appears in the Manager, MidManager column or doesn't happen to be in either of those columns when it comes to viewing onboarding employees.

 

Here is a snapshot of the 'Manager Roles' SharePoint list. The User column is a Person Type column and Role is a Choice type column with the 3 different roles you see listed below.

 

Manager-Roles.png

I spent a lot of time on this response in an effort to be as clear as possible on a situation which is pretty complicated. You're a master at simplification so maybe it won't seem quite as complicated to you. I hope these notes help, but if they don't, let me know what additional questions I should try to clarify. Thanks Randy!

 

Kind regards,

Teresa

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

  It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

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)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!    Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Top Solution Authors
Top Kudoed Authors
Users online (7,208)