Guidance for PowerApp application scenario

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Posted on by CLiFoS

Hello everyone,

I'm very new at Power Apps and Power Automate so bear with me and be gentle please 🙂

I created a Power Automate flow that is detecting and copying folders from a SP library A to library B and adds an entry in a CSV in library C and then permanently deletes everything from library A.

I have also created a PowerApps that has a button only that runs another flow that looks for the CSV in library C, moves it to a subfolder in the same library, shares the file with an internal user and send the link to a specific email address.

Library A is an "unsecure" library where folders are dumped and processed immediately. No access to users.

Library B is the user secure library where the folders are copied to and where the PowerApps button can be accessed.

Library C is an admin library and users don't have access.

The Power Automate flow needs access to all libraries and the PowerApps only libraries B and C.

The logic flow is: folders with files land on library A and are automatically moved to library B and permanently deleted. The users can then manually click a button available on library home site B to receive an email with a direct link to the CSV file on library C.

All the above is working fine as myself, the admin and developer but I need other people to use it.

My questions are mostly around how to configure the connectors, owners and all the permissioning of the PowerApps and Flow in the app to make all this work. The Power Automate flow should be ok as it's a background flow that doesn't require interaction with the users.

I imagine this sounds a bit confusing and weird at best but there is a compelling business case for this madness!

I appreciate any knowledge shared in advance and feel free to ask any questions.

Cheers,

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Building Power Apps

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cha_cha 4,932 Moderator on at

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Hello @CLiFoS

You have a well-planned process there but I would need more info on what will be the users' purpose for accessing the app.

If it's just uploading a file and doesn't care much for what happens later, then it might be best to just create a separate app for the users. This will help you easily manage the access and won't have to think a lot about making rules in identifying admins, which type of app user can access which screen, and other permission-related stuff. For the data source access, you can just give them access to Library A.

If you need them to access a history of their uploads, instead of giving them access to that CSV, you can possibly set a separate one with the limited information that you'd like them to see.

A suggestion that you can apply or just ignore:
Use a SharePoint list instead of CSV to avoid spending a lot of time troubleshooting weird errors.

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Just in case my response helped you solve your problem, please mark/accept this as a SOLUTION. This helps community members if they experience a similar issue in the future.

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CLiFoS 4 on at

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Thank @cha_cha for your reply.

To clarify, I have 2 parts of this process so far:
1. The first is a "admin" standalone Power Automate Flow that gets new folders from A and move them to a subfolder in B and adds a new line to the CSV in C
2. The second is the user faced PowerApps that has 1 button only and runs it's own flow that moves the CSV in C to a subfolder of the same lib, shares the file as a SP link and emailing it to a mailbox.

So, a new folder is uploaded to A, is moved to B and permanently deleted and this information is stored in a CSV in C - being handled by (1). The user will then click a button that is available on the home page of B that will release the compiled information of previous uploads as a linked CSV on their email - user triggered (2).

The PowerApps was designed with the users in mind, even though it accesses lib C which the users don't have access to. Also, this PowerApps doesn't have a data source. It's literally 1 button in the middle of the screen.

The Power Automate standalone flow needs access to all 3 libs but the PowerApps user app only needs access to C where the CSV is but will actually be used by the users from B so I recon needs permissions there too.

I know this is confusing but feel free to ask any other questions.

Cheers,
C

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CLiFoS 4 on at

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Can someone help with this?

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