Different user rol has different view when going into screen

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Posted on by Charlie Martharper

943 Season of Giving Solutions 2025

Hi!!

I have a screen where different users from other departments will have to enter. The thing is I dont want all those users to see full information that is on there, just the part which it contains its deprtment in the list. How could I do that? Should I create another list with the name of the user or the mail and the department?

So if a user is from department X, he will not be able to see what Y is doing and viceversa.

Thanks!

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Building Power Apps

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MS.Ragavendar 7,431 Super User 2026 Season 1 on at

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@Charlie Martharper,

Approach 1

Create SP Groups / MIM Group / AD Group for respective departments.

Add the Users inside the respective SP Group.

Based on that you can write the logic accordingly.

Sample Implementation https://www.penthara.com/managing-security-roles-in-power-apps-part-2/

Step 1:

Power Apps shared with One AD Group.

Step 2:

The Same Group also needs to be shared with SharePoint site with relevant permission level.

Step 3:

Create a one more SharePoint List (PermissionMatrix) and Add the New Item (Title) With the Same Group name in the title.

Break the List Item permission and shared only with the specific group.

Step 4:

Approach 2

Create One SharePoint List Departments With Values of Department.

Create One SharePoint List User Mapping(ListName of your choice for eg., UserDepartmentMapping) Respective Users against each department.

Get current user department in Power Apps

Set(

    varUserDept,

    LookUp(

        UserDepartmentMapping,

        Email = User().Email,

        Department

    )

)

Filter your screen / gallery

Filter(
MainList,
Department = varUserDept
)

Note:

From the Governance and Audit Perspective I would suggest you to go with the Approach 1 which is the best Practise

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

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Charlie Martharper 943 Season of Giving Solutions 2025 on at

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Hi @MS.Ragavendar

I cannot use the first approach because I dont have permission to do it.

When doing the 2nd approach, when u say get the user department and write the "Set" part, where sould I write it?

I created a list with name of the user, the mail and the department:

In the other list they connect via third column (eap/unitat).

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MS.Ragavendar 7,431 Super User 2026 Season 1 on at

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@Charlie Martharper

1. Create a List Departments Which having all departments (For e.g. Sales, Marketing, Finance, HR , etc.,)

2. Create a List with UserDepartment Mapping Which will have User Name, Email and their Associated Departments.

3. Now in the App (On Start) Property

We need to get the UserDepartment for the current User.

User is part of 1 Department - Lookup

Set(

    varUserDept,

    LookUp(

        UserDepartment ,

        Email = User().Email).

        Department

    )

)

User is part of Multiple Department - Filter

Set(

    varUserDept,

    Filter(

        UserDepartment ,

        Email = User().Email)

)

I hope this is clear to you now.

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

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