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Building an app advise

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Posted on by WB-22100837-0

Hi guys,

I am new here and wonder if anyone can advise of the best way to build the app. I am not worried about the technical side yet but the architecture of it. Bear with me please.

I need to build a 1 to 1 app where line manager sits with their, staff periodically and conduct a performance meeting. The factory production staff don't have access to computers nor have Office 365 logons. So, I can't user office 365 functions to find the manager etc...

I have created a SharePoint list with employee’s details and a column with the manager’s name. So I am thinking if the manager name = display name of Office 365, I could try and filter the staff who report to them in a gallery 🤷‍♂️.

So, If I want to conduct a 1 to 1, I could use the staff member payroll number (unique value) from the SharePoint list and fill the detail. I will record the results in anther SharePoint list or Dataverse.

With that in mind, the security is going to be a problem. When managers logins they will see other managers reviews. Staff including the factory floor employees should be able to view their records including editing the last meeting. Without Office 365 logon, how would I be able to achieve this? Would it be possible creating logons and password for the factory staff?

The HR staff will require access to all reviews.

I appreciate any pointers or suggestion.

TIA

Wes

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Building Power Apps

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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No one can access data without having the correct licenses.

You probably want to use Dataverse for security reasons.

You could probably use a combination of Power Pages, Microsoft Forms and Power Apps to do what you want to do.

Power Pages could allow factory floor employees to see their data and there are ways to use Microsoft Forms to get feedback from them to update data.

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Nandit 1,568 Moderator on at

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Hi WB-22100837-0,

Your first security concern - When managers logins they will see other managers reviews?

This can be addressed easily, whenever a new review is submitted, store the reviewer's name / manager's name in your other SharePoint list.

Add a gallery to the screen with the following Items property:

//Filter for Reviews List Filter(ReviewsList, reviewer.Email = User().Email) //Filter for Staff List Filter(Staff, Manager.Email = User().Email)

When the Managers will open the app, they will only see the Reviews they have added to the list.

Your second security concern - Staff including the factory floor employees should be able to view their records including editing the last meeting

For that you will need to create accounts for them with at least E3 office license and Power Apps standard license. Even if you provide guest access to the floor employees in your tenant, they will need a license to access the app and data in the lists.

If you can create new accounts, the floor staff will then be able to download the Power Apps application on their phones and login using their newly created credentials. If this is not possible, keep a central device available where in the staff can open the application (for this device / account being used on device the entry screen would be different to the Manager's view). You can introduce a screen with a field to enter the employee code and the results will only be displayed for that employee. From there they can see/edit their reviews. (This may not be possible if the count of factory employees who need access is high)

The HR staff will require access to all reviews

For this, create a separate list of all HR members and update the Reviews filter code to following:

If(User().Email in Distinct(HRList, person.Email), //Check if person is HR ReviewsList, //Show Everything Filter(ReviewsList, reviewer.Email = User().Email)) //Otherwise Filter by Reviewer

Hope this helps. I'd suggest you take these ideas and build the app. Post any issues / concerns and I will be happy to assist.

Kind regards,

Nandit

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Whichever territory you live in there are probably rules around protecting HR related data. Using SharePoint is a terrible starting point in managing data governance unless each manager is writing data to their own SharePoint list, therefore separate apps for each manager, and this data is copied to a central SharePoint list for HR to access.

The primary concern is how SharePoint access works with PowerApps. Every user granted access to a SharePoint list, even though access can be limited through the app based on filtering by username when username is added to the list can still access all the data directly through SharePoint. This could be prevented if access through the SharePoint site can be blocked in some way, but this exposes one to possible data leaks. If SharePoint Embedded is implemented for Power Apps this would probably solve this problem but as of now SharePoint embedded may be a premium connector so you might as well use Dataverse.

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