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levoncosta
Resolver I
Resolver I

Show entries only for current user in the gallery (easy fix?)

Hi,

 

I have a small issue here. I have a search and filter feature that works great for the average user. Problem is, admins like me and a few others will be able to see the entries of other users on the SharePoint list because of 'Created By'.Email. Admins can create entries on others' behalf. This means I can see the entries of other people that I created for them. Therefore, I am looking for a way to still show ONLY someone's own entries whether they are an admin or not. 

 

See code below:

 

SortByColumns(Filter([@'Test List - Time Tracking Migration'], StartsWith('Project Name', SelfSearchBox.Text), 'Created By'.Email = User().Email,'Date (Work)'>RegularDatePickerFrom.SelectedDate,'Date (Work)'<DateAdd(RegularDatePickerTo.SelectedDate,30,Days)),"Title")

levoncosta_0-1675715227660.png

 

Thanks! 

1 ACCEPTED SOLUTION

Accepted Solutions

@levoncosta 

A Helper Column is just a field/column which stores the data you need to adjust your solution to your needs. It can be anything really, but in your case it needs to hold the Email address of the person who the ticket is for - not the person who Created the ticket.

 

Looking at your schema above, my guess is that when a ticket is submitted:-

- By a User, the Employee Name column (type Text) is filled in using the data from User().FullName

- By an Admin, the Employee Name column (type Text) is filled in using the data from a People Picker using DisplayName

 

I'm suggesting to add a Helper Column called Employee Email [type Text] (or some name that suits your needs) which is filled in every time a ticket is created (either by User or Admin) that uses either User().Email or PeoplePicker.Email. Then, your Filter code becomes

 

SortByColumns(
  Filter(
    [@'Test List - Time Tracking Migration'], 
    StartsWith(
      'Project Name', 
      SelfSearchBox.Text
    ), 
    Lower('Employee Email') = Lower(User().Email),  // code adjusted here, Lower() used to ensure no mismatching occurs
    'Date (Work)' > RegularDatePickerFrom.SelectedDate,
    'Date (Work)' < DateAdd(RegularDatePickerTo.SelectedDate,30,Days)
  ),
  "Title"
)

 

 


If my response solves your question, please accept as a solution.
Thank you!

View solution in original post

8 REPLIES 8
EddieE
Super User
Super User

@levoncosta 

If you haven't done so already, you'll need a Helper column for this. The Helper column would hold the User Name of who the record is created for/by. Then search on this field and not 'Created By'.Email


If my response solves your question, please accept as a solution.
Thank you!

@EddieE 

I assume you mean this?

levoncosta_0-1675721087726.png

'Employee Name' is a text field. I am not sure how to pull the .Email on that when it is a text field. Suggestions? 

 

@levoncosta 

You could create an Employee Email helper column as well


If my response solves your question, please accept as a solution.
Thank you!

@EddieE 

Not sure if that is a good option for us because we need to be able to automatically draw from active directory, hence the need for .Email 

We have a ton of employees. Manually marking down each employee email and managing the list would be disastrous. 

@levoncosta 

How does an Admin create a record for someone else now? Surely they pick from a Person style list of some sort otherwise how is the record created for that person? Can't this process also capture the .Email data?


If my response solves your question, please accept as a solution.
Thank you!

@EddieE 

Admins go on a screen where they see all the data of a list. If they want to make a new entry, they navigate to a screen that allows them to make entries on the behalf of other people using the people picker field that draws from AD. The information put in this form writes directly to the list. In other words, were you suggesting to manually type people's names and associated email addresses in a column on that list or some other list? I'm not sure what a helper column is. 

@levoncosta 

A Helper Column is just a field/column which stores the data you need to adjust your solution to your needs. It can be anything really, but in your case it needs to hold the Email address of the person who the ticket is for - not the person who Created the ticket.

 

Looking at your schema above, my guess is that when a ticket is submitted:-

- By a User, the Employee Name column (type Text) is filled in using the data from User().FullName

- By an Admin, the Employee Name column (type Text) is filled in using the data from a People Picker using DisplayName

 

I'm suggesting to add a Helper Column called Employee Email [type Text] (or some name that suits your needs) which is filled in every time a ticket is created (either by User or Admin) that uses either User().Email or PeoplePicker.Email. Then, your Filter code becomes

 

SortByColumns(
  Filter(
    [@'Test List - Time Tracking Migration'], 
    StartsWith(
      'Project Name', 
      SelfSearchBox.Text
    ), 
    Lower('Employee Email') = Lower(User().Email),  // code adjusted here, Lower() used to ensure no mismatching occurs
    'Date (Work)' > RegularDatePickerFrom.SelectedDate,
    'Date (Work)' < DateAdd(RegularDatePickerTo.SelectedDate,30,Days)
  ),
  "Title"
)

 

 


If my response solves your question, please accept as a solution.
Thank you!

Ok, so there's no tickets. This is simply a time entry tool for projects. I currently set it up so when users set up time entries for themselves, their name is auto populated with: Office365Users.SearchUser({searchTerm:User().Email,top:1})

 

When admins want to create time entries for someone else, or even themselves while in the admin screen, they look up a name using the People Picker field that is automatically linked to AD. 

levoncosta_0-1676313321170.png

 

Now I did what you suggested. I created a text column in the SharePoint list called "Employee Email". On the input screen where users and admins create time entries, I added the Employee Email data card into the form. I also did as you suggested and ran the code. Basically, the User().Email worked flawlessly because it was for the self. The code ran smoothly except for delegation warnings. Maybe not a big issue now. I can look past that. 

Thanks for your help! 

 

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