Skip to main content

Notifications

Community site session details

Community site session details

Session Id :
Power Apps - Power Apps Governance and Administ...
Unanswered

The problem of substitutability while employees are on leave

(0) ShareShare
ReportReport
Posted on by 8

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.

Categories:
  • Mateusz7 Profile Picture
    8 on at
    Re: The problem of substitutability while employees are on leave

    I know which substituting user is responsible for substituted user.

    Substituting users can't see all records.

  • joe_hannes_col Profile Picture
    1,843 Super User 2024 Season 1 on at
    Re: The problem of substitutability while employees are on leave

    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?

  • Mateusz7 Profile Picture
    8 on at
    Re: The problem of substitutability while employees are on leave

    '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. 😕

  • joe_hannes_col Profile Picture
    1,843 Super User 2024 Season 1 on at
    Re: The problem of substitutability while employees are on leave

    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?

  • Mateusz7 Profile Picture
    8 on at
    Re: The problem of substitutability while employees are on leave

    @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

  • joe_hannes_col Profile Picture
    1,843 Super User 2024 Season 1 on at
    Re: The problem of substitutability while employees are on leave

    Then Option 2 would be better 🙂

  • Mateusz7 Profile Picture
    8 on at
    Re: The problem of substitutability while employees are on leave

    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.

  • joe_hannes_col Profile Picture
    1,843 Super User 2024 Season 1 on at
    Re: The problem of substitutability while employees are on leave

    Hello @Mateusz7,

     

    I can think of two options:

    1. 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
    2. 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.

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Paul Stork – Community Spotlight

We are honored to recognize Paul Stork as our July 2025 Community…

Congratulations to the June Top 10 Community Leaders!

These are the community rock stars!

Announcing the Engage with the Community forum!

This forum is your space to connect, share, and grow!

Leaderboard > Power Apps

#1
WarrenBelz Profile Picture

WarrenBelz 791 Most Valuable Professional

#2
MS.Ragavendar Profile Picture

MS.Ragavendar 410

#3
mmbr1606 Profile Picture

mmbr1606 275 Super User 2025 Season 1

Featured topics