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Power Platform Community / Forums / Power Automate / how to filter SharePoi...
Power Automate
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how to filter SharePoint list with the user own records who is signing using the shared link of list

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Posted on by 142

I have an asset management  list in SharePoint. This list is prepopulated with all managers name and email with the assets name they have assigned to users under them. I am looking for a way for when i share the link of the list to a manager, the manager just see his own records from that list and give me feedback if these assets are still assigned and active for users.  

 

 the goal is when manager signs in the link i share for list, they just see their own records and other records are hidden.

 

thanks

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  • Verified answer
    tom_riha Profile Picture
    10,185 Most Valuable Professional on at

    Hello @Audi86 ,

    I think you could use the standard SharePoint functionality where you can create a filter on people picker column @Me (as long as the managers are in a people picker column). You could then set it as a default view and everyone who goes to the list will see only "his" items. 

  • Audi86 Profile Picture
    142 on at

    Is there any way i can block the users from switching the filter?

     

    thanks

  • Audi86 Profile Picture
    142 on at

    Hi  @tom_riha 

    Thanks for response

    Is it something like this?

     

    https://www.premierpointsolutions.com/training/help-and-how-to-articles/sharepoint-library-views-and-list-views/

  • eliotcole Profile Picture
    4,363 Moderator on at

    Bang on.

     

    I would go even further to make a 'Managers' SharePoint page, which is only accessible by the managers, then include the view that @tom_riha, advised you to create.

     

    The bonus to doing this beyond the limited access is that you should be able to make it look reasonably sleek. But also it provides the opportunity to have some slightly interactive web-parts on the page. Like tapping different items and the details quickly appearing in a detail pane ... or including a Microsoft Form to input to either the same or a related list.

  • Audi86 Profile Picture
    142 on at

    Hi @eliotcole 

     

    Thanks for response

    I was also thinking to use Microsoft Form but not sure if this could work as my understanding is , forms are used to populate list. How can i use it to show data already there in the list and just pull the data belonging to manager and get his response on it, hiding rest of the rows belong to different managers?

     

    thanks

  • Audi86 Profile Picture
    142 on at

    Unfortunately i dont see @ME option as the column are imported from excel into SharePoint list

  • eliotcole Profile Picture
    4,363 Moderator on at

    Tom's answer will solve most of your issues there, because the me part of making that list view means that whomever is looking at that list, it will be filtered to only their items. (if set up correctly)

     

    SharePoint Pages

    The extra bells and whistles I was suggesting are simple just that, play around with SharePoint pages, and you'll start to see what you can do with a page, and some 'connected' web parts. It really does lead you by the hand for a lot of it.

     

    The only thing that won't be *as* hand led is the permissions, but once you've figured it out (hopefully you have a managers 365 group which would make it simples) then you can only allow the management team to see the page, and you can put a lot more relevant data on there as well as the list that you wish to customise for them.

     

    MS Forms

    Don't think about the Microsoft Forms web part until you have a direct use for it. MS Forms are only good for direct input, they can't reflect information.

     

    However, that's also why they're powerful, because you can really easily ensure very specific choices are made.

     

    I used them to power an automated project hub site. Whereby anyone that was starting a new project would fill in the form on the hub site front page. It would then create a Microsoft Teams team with a "prj-" prefix, which created the O365 (at the time) group, which created everything else needed, too. Just a few additional little special calls on the SharePoint Send an HTTP request action were needed to fully build graceful project sites, which all fed into a main tracker.

     

    This could be done many ways, but the Forms have a much nicer UX than other elements around the 365 stack and more closely align to what people are used to elsewhere in life.

  • Audi86 Profile Picture
    142 on at

    @eliotcole i noticed the @me feature is only available in default columns and any new columns created by importing excel is not working with it 🙂

  • eliotcole Profile Picture
    4,363 Moderator on at

    Huh ... that's weird, @Audi86 ... that shouldn't be the case.

     

    If you make any 'People' 'Person' column (listed as 'Person or Group' in list settings) then you can use the [Me] functionality in a view to filter it.

     

    Try adding a 'People' 'Person' column, and put yourself in that column's data for one of the entries, then make a test view, and filter that view on me. You should only see those items with you in that column.

     

    Obviously it will only work with data where the viewer is included, but you get my drift.

     

    Here's a filter that I used for a helpdesk example that I made.

    helpdesk example.jpg

     

  • Audi86 Profile Picture
    142 on at

    @eliotcole Ok let me try and follow up. 

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