logged-in users can only see certain datacards and map into sharepoint list

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Posted on by exploringG

Dear PowerAppers,

I'm now developing an App for recording purpose.

Users can input their information and all the information will be mapped and saved to the corresponding columns in sharepoint list. Later on, I will use the data in sharepoint list to plot graphs to analyse them.

I have a problem of recognizing logged-in user and only showing the corresponding projects in drop-down choice. Also the App is designed to only have one entry of 'Category' because I do not know how many categories the user wants to input. But I want to have a Button which the user can click and add more categories as they want but not messing up the pre-define columns in sharepoint list.Please refer it to the pictures attached.

First question: If Tom logs in the app, he will only see the active projects that he's involved (Project 1,3) If Jerry logs in, he will see project 3,4,5. This is connected to another sharepoint list 'TomJerryProject' I created which contains all information of projects, personnel and status. The 'Personnel' column will be set as a 'Person column' for identifying each user. Here I just used a Single line of text for showing the name of the user.

My problem is if Tom wants to add one category with Project 4, he should be able to choose it from another drop-down list (a new drop-down list to view all projects maybe. I haven't figured out how to do it). I'm only able to set one category in the App because I don't know how many projects the user will choose.

The reason i want to have this feature is the drop-down list could have 20 projects if I include all the projects in 'TomJerryProject'. For users, it's not a nice to scroll down the long list to find the particular project. That's why I want each user to only view the projects they are currently involved into. If the user wants to add something its not involved, the user will still be able to add the project into his/her entry.

Second question: I want to put a Button in my App to 'Add Category' so that user can add as many categories as they like. But all the categories must be able to map to the columns in sharepoint list and store the value in sharepoint. This will prevent my users from creating a lot of columns in sharepoint list as the drop-down choice is already fixed for them to choose.

I made an illustration for better understanding. If anyone could provide some knowledge on this, please share your insights.

Thanks in advance.

Best regarding,

exploringG

app tomjerryProject.PNG

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PowerRanger 3,458 Super User 2024 Season 1 on at

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@exploringG How do you know which user is involved in which category? You also said that it should only display the categrories they are involved to....but if they want they should see "ALL" categrories ?!?

I also would recommend using a Choice Column for your categories and not columns....Or even a working with a LookUp list which contains all the categories. Creating a column for each category is not a good idea - especially if you want to analyse the data afterwards.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

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exploringG 82 on at

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Hi @PowerRanger ,

thank you very much for your reply. I think my example is not comprehensive enough. I will use project instead of food.
About your question: I have a sharepoint list which contains information of all the projects and corresponding personnel and the status of the project. The drop-down list is connected with the this sharepoint list.
If Tom logs in, then he will be able to see all the active projects that he is in (Project 1,3) and he'll be able to enter how many percent he worked on the projects. If Tom contributes to Project 4 but he is not listed as the Personnel in Project 4, he should still be able to choose 'Project 4' from a new drop-down list which contains all projects listed in sharepoint list 'TomJerryProject' and input his percentage.
I've changed the illustration with respect of projects. I hope it's more clear now.
Best,
exploringG

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PowerRanger 3,458 Super User 2024 Season 1 on at

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@exploringG Assuming that the column "Personnel" in your example is a multi select people picker field you could do the following:

1. Add a toggle button to your screen
2. Change the dropdown items property to:

If(Toggle1,TomJerryProject,Filter(TomJerryProject,User().Email in Personnel.Email))

(Please have in mind that the Filter() query will not work on large datasets due to delegation. )

So either the dropdown will only show the records where the currently logged in user is part of the Personnel column or it will show all records - Based on the state of the toggle button.

Is this what you are looking for?

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

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exploringG 82 on at

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Hello @PowerRanger ,

This toggle button is a genius idea. It will definitely solve part of my question. For now i have around 20 persons to use this App. So I guess Filter() will not meet delegation problem.
Will this Toggle button also work for all added categories? Initially, there will only be one drop-down list on EditScreen for user to choose from. Once the toggle button is on, the drop-down list will only show the records which the user is involved. If user wants to add one more category by clicking 'Add Category' button, there will be another drop-down list. Will toggle button also filter this drop-down list?

Best regards,
exploringG

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