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Power Pages - Restrict Data You Can View Based On Your Department Using Table Permissions

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Posted on by hwu

Hi. I have several departments in my organization. I have a table that shows all employees within those departments. How do I restrict the data within the list to where I can only see employees in my own department? I have a (organization) table of just department and employee name which serves as a table for lookups. I have another (employee) table that has the employees' information and a lookup field for department. The organization is the parent of the employee table. I used a contact access type for the organization table and parent access type for the Employee table. Is this the right way to go about it? Thanks!

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oliver.rodrigues 9,475 Most Valuable Professional on at

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I believe you did the right configuration.. is that working for you or are you seeing additional data that you shouldn't?

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hwu 21 on at

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Hi. I am not seeing any data so far. I attached some screenshots of the setup. If I was in the OTS department, I want to be able to see only the employees in the OTS department.

Power Page Screen...

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oliver.rodrigues 9,475 Most Valuable Professional on at

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I would probably suggest starting with a bit of a clean-up there:

I see some permissions without any table, I would suggest deleting those as it's probably obsolete

There is a permission to the Contact that is inactive, probably worth deleting as well to avoid conflict

Can you confirm if you are signed in as "Henry Wu"?

Which Web Roles does Henry Wu have?

I see many roles associated with Auth Users +3 - what are the other 3?

we can't see the full "table name" from the snapshots, can you expand that column?

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hwu 21 on at

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I just cleaned up the permissions. Here are the revised screenshots with expansion of the table names, the 3 roles, and the web roles Henry Wu has. I am signed in as Henry Wu. Thanks.

Power Page Screen...

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oliver.rodrigues 9,475 Most Valuable Professional on at

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Thanks for that, a few things here:

Anonymous Web Role shouldn't be assigned to a user, this is automatically assigned to users that haven't logged in to the portal (although I wouldn't say this is the issue)

the same applies for Authenticated Web Roles, you don't need to assign to a Contact

Department and Organisation are Web Roles? is there a reason for them to be Web Roles? The way I like to see is that Web Roles are different group of users with different types of access.. is that the case? If not, I would suggest removing those Web Roles entirely and using the OOB Authenticated Web Role

Child Permissions don't need to have a Role associated to it, not sure if that is automatically copying the roles from the Parent (for Employee List)

Do you need a permission for the Department table? it seems your are not exposing that data (you have 2 permissions for that table)

The above will help cleaning up even further your permissions, it might not be the answer just yet, but this will help us troubleshooting to find the issue.

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hwu 21 on at

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I also removed the anonymous web role from the permissions.
I don't have a reason for the Organization and Department to have web roles. I was just testing some things. I removed those web roles and removed roles from the child permission.
I don't need the permission for the department table, so I removed that as well.

I attached the screenshots after the changes. I now have an error where I don't have permissions to view the data now. Before, I couldn't see any data because no records were found.

Power Page Screen...

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oliver.rodrigues 9,475 Most Valuable Professional on at

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Sorry I forgot to come back to you here, did you find the root cause here or do you still need help?

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