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update context and restrict the records that appear based on user



I am a HRBP and I would love to create an app to help us with the automation of our processes especially wrt the people we partner. Would like to know how to create a function that only let's people matched to a certain HRBP show on the list.


E.g we have an excel sheet with a long list of name and on another column have the names of 3 HRBPs matched to all those names. Let's say the HRBPs are Jane, Joe and Ada . I want a situation whereby when Jan signs into the app, she only sees the names that she has been assigned and same for other HRBPs. How do I go about this?




Community Champion
Community Champion

You can use the User() function to identify the current user and then filter the list by using the Filter function.
Not applicable

Hi thank you for your reply. please where do I put this function? on the screen that generates the list of employees or on the additional screen I create for signing into the app? or since it's powerapps is there any need to have an additional sign in thing? it's all confusing. Thank you.



Community Champion
Community Champion

It is confusing at the beginning.  Let's take it step by step.

Do you have a gallery that shows the list of employees on the "screen that generates the list of employees"?

If so, what is currently the gallery's Items property?

Community Support
Community Support

Hi Aj01,


>You could create separate sheets for each HRBP in Excel. Then format the sheets as table.
>Create a connection to the tables, add three screens for each HRBP, set the data source to each table.
>On Screen1, add a Button, set its OnSelect property as:


If you don’t know the correct user name, please add a Text box control, and set its Text property as: User().FullName to get it.


Please feel free reply if you need more help.


Best regards,
Mabel Mao

Community Support Team _ Mabel Mao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Memorable Member
Memorable Member

I found a way based on login name or email. When you open the app rhe galley selects only the records based on your filter. Eg filter(table, email1=user().email)

Wher email1 is a column in your table. You can do the same for user
Memorable Member
Memorable Member

I should add this is in the items property to the gallery

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