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adammmm
Advocate I
Advocate I

Users removed from Office365 - What happens to previously stored users in SharePoint List

Hello PowerApps community,

 

I have a customized Power Apps form for SharePoint List. There's a comboBox that uses Office365Users.SearchUser() that allow user to search and store organisation's employee display name. 

 

My question is what would happen if an employee get removed from Office365? Would this affect previously stored data of this employee in SharePoint list?

 

Thanks in advance.

2 ACCEPTED SOLUTIONS

Accepted Solutions
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @adammmm ,

Assuming Author is a Text field (a bad name for a field as it is a built-in name for Created by), the only thing you may have to watch is whether the Combo Box actually updates it when it does not show (as mentioned in my last post) - some testing I did here and it seemed to work.  You could however to a conditional Update on the Data Card

If(
   IsBlank(ComboBox.Selected.xxxx),
   ThisItem.YourFieldName,
   ComboBox.Selected.xxxx
)

 

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.

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Pstork1
Most Valuable Professional
Most Valuable Professional

Let me add a bit of explanation to @WarrenBelz 's reply about what is happening in SharePoint when user's are removed from a tenant. User information is actually stored in two places in SharePoint, User Profiles and the Site Collection User Information List. This design goes back to the early days of SharePoint when SharePoint Foundation didn't have the Profile service, but SharePoint server did. When a user is removed from a Tenant their User Profile is deleted, but their user Information List entry in Site Collections they have logged into is not. Entries in SharePoint like Created By and Modified By will point first to the Profile, but fall back to the Information list if a Profile can't be found.  The same should be true of other user entries in a SharePoint list. You won't find the user anymore in Office365Users.SearchUser() because that points at the Profile.  But entries that have already been made will remain valid because of the user information list.



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5 REPLIES 5
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @adammmm ,

The SharePoint item is simply a field in a SharePoint record, however the value stored needs to be in the "schema" or available choices for a Combo Box to display it. Also if you are using Office365Users to show some other information from Power Apps, obviously that information will not be available.

 

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.

Hi @WarrenBelz,

 

Thank you for the quick response. If I understand you correctly if I have submitted a record (row) in the SharePoint list - for example, an employee John Doe into the "Author" field using Office365Users as shown

 

adammmm_2-1633848626729.png

 

 

This record will still be stored in the SharePoint list even if John Doe gets removed from Office365.

 

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @adammmm ,

Assuming Author is a Text field (a bad name for a field as it is a built-in name for Created by), the only thing you may have to watch is whether the Combo Box actually updates it when it does not show (as mentioned in my last post) - some testing I did here and it seemed to work.  You could however to a conditional Update on the Data Card

If(
   IsBlank(ComboBox.Selected.xxxx),
   ThisItem.YourFieldName,
   ComboBox.Selected.xxxx
)

 

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.

Pstork1
Most Valuable Professional
Most Valuable Professional

Let me add a bit of explanation to @WarrenBelz 's reply about what is happening in SharePoint when user's are removed from a tenant. User information is actually stored in two places in SharePoint, User Profiles and the Site Collection User Information List. This design goes back to the early days of SharePoint when SharePoint Foundation didn't have the Profile service, but SharePoint server did. When a user is removed from a Tenant their User Profile is deleted, but their user Information List entry in Site Collections they have logged into is not. Entries in SharePoint like Created By and Modified By will point first to the Profile, but fall back to the Information list if a Profile can't be found.  The same should be true of other user entries in a SharePoint list. You won't find the user anymore in Office365Users.SearchUser() because that points at the Profile.  But entries that have already been made will remain valid because of the user information list.



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adammmm
Advocate I
Advocate I

Thanks for the clarification @WarrenBelz and @Pstork1. I have this other issue that I believe you guys will be able to solve without much effort, I have posted my problem here https://powerusers.microsoft.com/t5/Building-Power-Apps/Office365-user-cannot-be-saved-into-sharepoi...

 

Any suggestions would be greatly appreciated. Thanks

 

 

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