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The problem of substitutability while employees are on leave

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Posted on by Mateusz7

I have several applications and during the vacations it is a problem to replace these people. The applications refer to the user account. The data is filtered by email address or username. We cannot transfer user accounts to the replacements. This makes it impossible for us to operate the applications. With 250 people operating the applications, this is hard to do. For example, I have a gallery and in it the data is filtered:
Filter(sharepoin;
'Created by'.DisplayName=User().FullName Or
'Created by'.Email=User().Email).
The replacement person does not see the data entered. How to solve this? The data entered by the replacement person must also be visible to the person who returns from leave.

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Governance & administering

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @Mateusz7,

I can think of two options:
Managing permissions to list elements in the SharePoint Online list instead of filtering through the app: You could set up your list to show only rows the user created by default. If employees go on leave, they could share their rows with their replacements: https://support.microsoft.com/en-au/office/share-a-list-or-list-item-c270ccaf-89a2-4f7e-874a-5da98824d449
If you want to keep using the app to filter rows, you could create an additional list in which you define replacements. Then your app could look up if the current user is assigned as a replacement to another user, and then also display their rows.

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Mateusz7 8 on at

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Users generate about 30-40 rows per month and there are about 250 of them.
A replacement is needed for 7-14 days, sharing so many entries with another person for a few dozen days generates a lot of work.

Users only use apps, don't touch sharepoin list.

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Then Option 2 would be better 🙂

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Mateusz7 8 on at

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@joe_hannes_col thank you for your reply. Substitutes have a common part in their email their email starts with po.john.cash@xxx.com "john.cash@" is the email of the substitute person. Is it possible to filter by part of the email? For example: User(po.*).Email).
Filter(sharepointList;
'Created by'.Email=User(po.*).Email).
Unfortunately, this doesn't work

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @Mateusz7,

You could use the StartsWith formula, which is delegable for SharePoint Online.
The formula should be:
Filter(sharepointList; StartsWith('Created by'.Email; "po."))
But that would return elements created by the person who is substituting, not the person who is substituted, right?

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Mateusz7 8 on at

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'But that would return elements created by the person who is substituting, not the person who is substituted, right?'
Yes, it needs an inverse function. 😕

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Do you store any information on which user is out of office?
Or which substituting user is responsible for which substituted user?
Or should substituting users see all records?

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Mateusz7 8 on at

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I know which substituting user is responsible for substituted user.
Substituting users can't see all records.

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