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Filtering gallery based on user role

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Posted on by Community Power Pla... Microsoft Employee

Hello there, I'm trying to figure out the best way to filter a gallery of records (using SharePoint) based one three different user roles. The roles are as follows:

1. User - Can only view records that THEY have created

2. Approver - Can view records that they have created AND records to to which THEY are the approver of (each record has an approver field of type person)

3. Admin - Can view ALL records (I'm assuming I would just simply not add a filter here)

I have boolean variables (isApprover and isAdmin) declared upon running the app that determine if the current user is of either the two roles. This is done with a lookup as a have two SharePoint lists containing all users for each role. I would like to avoid having 3 separate screens if possible. I feel like adding some sort of conditional filter would make sense. Something like "If(isApprover, Approver.Email = User().Email) or something of the sort. PowerApps gets a bit angry when I try putting conditional statements in a filter though. I'm a bit new to PowerApps so I'm sure there's something I'm not doing quite right. If anyone could help me out or tell me a better way of doing this, I would really appreciate it! Thanks!

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mdevaney 29,993 Moderator on at

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@Anonymous

I've written a full tutorial on how to do this. Here's a link in case you'd like to check it out. If you use my methods will can simply copy + paste the code from my app into yours and make the necessary changes.

Tutorial: Designing A Role Based User Interface:
https://matthewdevaney.com/designing-a-role-based-user-interface-in-power-apps/

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Community Power Pla... Microsoft Employee on at

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I can see that you want to create 3 different roles for your users and you want to filter your data according to their role.
In this case first you have to create a new list of new column where you assign them their roles, after that you have to Use this code on items property of gallery -
If(
LookUp(
YourDataBaseName,
EmailAddressColumn = User().Email
).DesignationColumn= "Role1",
Filter(
DataBaseMainName,
StatusColumn= StatusyouwantforRole
),
If(
LookUp(
YourDataBaseName,
EmailAddressColumn = User().Email
).Designation.Value = "Role2",
Filter(
DataBaseMainName,
StatusColumn = StatusyouwantforRole
)
)

in this DataBases ,columns and required values you have to replace according to your data