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same edit form on two different screens

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Posted on by Community Power Pla... Microsoft Employee

Hello,

I have one SP list that I am using as a edit form in my powerapps one is for user and another is for manager. I want to make sure that user can see the changes to the form when managers makes any updates and vise versa. how do I do that Please help

@BCBuizer can you please take a look at my request Thank you!

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LaurensM 12,516 Moderator on at

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Hi @Anonymous,

When both Forms are linked to the same Datasource, both the user and manager will see the updates to those records. E.g. after a manager updates record 1, when the user opens that record they will see the latest changes made to that record including the ones made by the manager.

If this solves your question, would you be so kind as to accept it as a solution & give it a thumbs up.

Thanks!
Community Power Pla... Microsoft Employee on at

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Thank you but Let me rephrase my question I have one edit form that mangers are using like gallery and edit form where they can see user's progress now the problem is I have same edit form on user side where they have to go and edit the form and as they make changes those changes should reflect on the manager side as well I have a problem on how can I make the different users see their own forms not anyone else should I use two separate apps or two screens and connect them in a way so it only shows that user his/her info and if I do that what do I need do hope this helps
LaurensM 12,516 Moderator on at

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Thank you for the extra info @Anonymous.

As I understand it the user should only be able to see their and edit own record, whereas the manager would need to see all users in the gallery and be able to edit those records.

You could use different screens depending on whether or not the user is a manager. Generally I would suggest trying to solve it on a data layer instead of filtering in the app - depending on how sensitive the data is. What datasource are you using?
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I am using SP as my data source
LaurensM 12,516 Moderator on at

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In case of SharePoint you have 2 options:

Option 1 - Separate screens & in app filtering

Create 2 screens - 1 for the users and 1 for the managers.

Keep track of the managers' emails by e.g. a separate SP list or a collection

In the StartScreen property you will check whether their email is in the admin list, if not navigate them to the User screen

//App.StartScreen (alternatively use a SP list) If(User().Email in colAdminEmails, AdminScreen, UserScreen)

The user screen will contain the form where the Item property is set to their SharePoint row

Note: There is one big flaw in this approach being that the data is only 'hidden' in the app context. Should the user navigate to the SharePoint list, they will still see all records.

Option 2 - Define the permissions by using SharePoint Item Level Permission or defining custom item level permission via a flow.

Option 2 is more complex to set up, but is the recommended over option 1 when you want to hide data. You can find an awesome video by Reza explaining the ins and outs of this option. In the video, option 1 is also briefly discussed.

@BCBuizer if you have any other options/suggestions that could work, feel free to add them. 😊
Community Power Pla... Microsoft Employee on at

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Thank you for sharing two ideas If I go with the option one then I want user to see their data currently its not showing anything how do I make sure that app reads email from email datacard and matching with the login user and displays the correct information
LaurensM 12,516 Moderator on at

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@Anonymous

For an EditForm control you would set the DataSource property to your List and the Item property to:

LookUp(ListName, EmailColumn = User().Email)

This should display the correct record within the Form.

Should you also want to work with a Gallery that only displays the user's record, use the following code in the Items property:

Filter( ListName, EmailColumn = User().Email )

I hope this helps!
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I tried the code but its not pulling anything its still blank form with no error to the code as well😭
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LaurensM 12,516 Moderator on at

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Hi @Anonymous,

Are the DataCards also not displaying? You may have not created an EditForm instance yet. In the OnVisible of that screen write:

//Change FormName to the correct name EditForm(FormName)

You may have to swap screens or close/reopen the app for this code to run.

Additionally you can try the following things to help you troubleshoot the issue:

Make sure that the Form DefaultMode is set to FormMode.Edit

Confirm that the User().Email is written in exactly the same manner as the value in the Email column (capitalization, spaces...)
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Thank you closing the app and reopening it did the trick ! 💃 you're awesome !!!