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Multiple Users Lookup?

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Posted on by mseto

Hey all, I am adding a column to my entity...sort of like a 'contributor' column, which will control row-level permissions to items within the entity. I haven't found a way to create a field within the entity that allows you to select multiple users, only one user.

Does anyone know how to add a field that supports multiple users?

Thank you!

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eka24 20,923 on at

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One way of going around it is to have a GroupColumn in the Table.Th GroupColumn will consist of many users:
Thus you can filter or do the row level security based on the GroupColumn.
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mseto 30 on at

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That's a great workaround, but let me ask you this. What if you wanted some users to be able to edit their own entity values but not others? The User/Admin concept is all or nothing. I have entity values where I want the people responsible for the data within those values to be able to edit them, but not other users entity values.

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eka24 20,923 on at

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That is doable. For example these would be the formula for each in filtering example a Gallery:
By GroupColumn (All group members will see data)
Filter(Datasource,GroupColumn=TextBox1.Text)

By Specific User (Only User Will see his / her record)
Filter(Datasource,Email=User().Email)

Where Textbox1 will be a lookup: LooUp(UserTable,Email=User().Email,GroupColumn)

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v-xida-msft on at

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Hi @mseto ,

Could you please share a bit more about your scenario?

Do you want to add a field in your CDS Entity to allow multiple users selection?

If your data source is a CDS Entity, and you want to add a field in your CDS Entity to allow multiple users selection, I afraid that there is no way to achieve your needs in PowerApps currently.

Currently, within PowerApps, there is no field type supported in CDS Entity to allow multiple users selection. If you would like this feature to be added in PowerApps, please submit an idea to PowerApps Ideas Forum:

https://powerusers.microsoft.com/t5/Power-Apps-Ideas/idb-p/PowerAppsIdeas

As an alternative solution, I agree with @eka24 's thought almost. You could consider add a Option Set Type column called "Role" in your CDS Entity (the "Roles" field reference values from the Option Set called "Roles"), use it to store the required role level for each record. This Option Set type column should have the following available options:

User Admin

Then you could create another CDS Entity (called "Contributors"), within this Entity, store the detail info of these end users who would run your canvas app. This Entity should contains User Name, Email, RoleType, ... etc. The RoleType is also a Option Set Type column, which reference values from same Option Set as the "Role" column in your main Entity.

Within your app, add above new created Entity as data source. Set the OnStart property of the App to following:

Set( CurrentUserRole, LookUp(Contributors, Email = User().Email).RoleType )

Set the Items property of the Gallery to following:

Filter( 'Your Main Entity', If( CurrentUserRole = Roles.Admin, true, Role = CurrentUserRole ) )

Please consider take a try with above solution, then re-load your app (fire the OnStart property of App), check if the issue is solved.

Best regards,

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