User cannot see items created in gallery if item-level-permission is enabled on list

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Posted on by MD2024

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Hello

I am using an app and the app has two parts:

(1) One Screen (START) is for creating entries in the list, and

(2) the other screen (REVIEW) is for later on changing some entries but only in a period of 01.10.last year and 30.09.actual year.

(3) The backend is a SharePoint list.

(4) I am using a M365 security group where all the user getting access.

(5) For confidentiality I enabled the Item-Level permission on the SharePoint list, I know, next time I will use a dataverse database for security reasons.

(6) The START screen works and people can create entries.

(7) The REVIEW screen is not working for that user but for me.

(8) OnApp Start I have the following Global variables set:

Set(varYear, Text(Today(),"yyyy");

Set(varUser,User().Email)

(9) The Gallery filter is:

Filter( LISTNAME, varUser in 'Created By'.Email And DataValue(Text("9/30/" & varYear -1) < Created And DateValue(Text("10/1/" & varYear)) > Created

(10) So everything works fine for me because I have created an TEST ENTRY and the gallery shows only my entry.

(11) User have USER permission on the app and on SharePoint Item-Level permission via a "Domain Group" with the permission level CONTRIBUTE.

(12) Again it works for START but not for REVIEW for that user group and they are in a M365 security group.

So it is for me weird and I am in the owner group.

It looks like the SharePoint connector of the PowerApp for SharePoint has problems with Item-Level permissions.

And yes I know, next time I would use a dataverse backend but its more simple for the owners to manage the lists.

So if someone has an idea or knows limits who are existing with PowerApps and SharePoint list enabled Item-Level permission, please let me know.

Or is there a setting missing in the PowerApp I am not aware of...?

Thanks in advance.

Kind regards

Michael

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Building Power Apps

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stampcoin 5,158 Super User 2026 Season 1 on at

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@MD2024 Hi,

Your formula , you might type the wrong info, and delegation problem.

Please eliminate the delegation first.

Below is for your reference ( don't copy unless you know what it does).

// App.OnStart

Set(varStartDate, Date(Year(Today())-1,10, 1));// 1 Oct last year

Set(varEndDate, Date(Year(Today()),9, 30));// 30 Sep this year

Set(varUserEmail, User().Email);

// Items property of the REVIEW gallery

Filter(

LISTNAME,

'Created By'.Email = varUserEmail, // delegable equality test

Created>=varStartDate,

Created<=varEndDate

)

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WarrenBelz 155,463 Most Valuable Professional on at

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Hi @MD2024,

Firstly @stampcoin's observations on your Delegation issues are correct and you should follow them regardless. However I believe your particular issue may lie elsewhere with the combination of Item Level Permissions and Security Group authentication. To test this theory, share the list directly with an affected user and see if that solves the problem.

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MD2024 261 on at

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Hello WarrenBelz

Thanks for your ideas.

I tried and it looks like it is not working, as I gave the user direct permission as USER (contribute).

Interesting is, that the formula is not empty like "Searching for Data...", so it shows the fields but they are empty.

I think it looks like a permission issue as you mention but its weird.

User can access the list and see only their items created, but still the issues with PowerApps and SharePoint connector.

Maybe the connector is the issue. In regards of delegation issue, I bet it is not the problem, but I will try too.

I have open up a ticket, but its a 50/50 to get a good support in India.

Hopefully I have the 50% good on my site :)

Thanks and wish you a nice day.

Kind regards

Michael

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WarrenBelz 155,463 Most Valuable Professional on at

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Hi @MD2024,

Good luck with the support - reading it again, if you see the data and another user does not, it is unlikely to be Delegation, rather something in the Permissions space.

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