Handover App & List to another Employee

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Posted on 24 Feb 2023 11:02:01 by Ariffk

Hi all,

I'm still fairly new to all this but I've created an App for my manager which is connected to a SharePoint List where the data entries go from the App - this list sits under my work account/ onedrive space/ environment - Is it possible to hand this app over with the SharePoint list to my manager so that they can manage it going forward?

From reading on line I may need to create a list template, download the List template and get my manager to upload it to create their own SharePoint list on their own account/ Onedrive/Environment? is this correct?

If so:

How can I hand the App over as well so that it's easily connected to the new list - with all the drop-downs, filters, collections etc are all still available without any amendments to formulas, etc..

Cheers!

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joe_hannes_col 1,843 Super User 2024 Season 1 on 27 Feb 2023 at 13:14:52

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Re: Handover App & List to another Employee

Hello @Ariffk,

The most pragmatic way would be to leave everything in place, and to give full access to your manager.
To do this, you will have to give your manager access to both your list and your app.
To give access to your list:
Navigate to your list
In your list, in the upper right corner, click on the little information icon, and then select "Manage access"
Under "Direct access", click on the plus icon

Provide your manager's name and change the permissions to "Full control" by clicking on the pencil icon:
Click "Grant access"
This takes care of the list.
Next, you can share the Power App. To do this, go to your app and select the "Share" button:
Enter and select your manager's name. On the right, check the "Co-owner" box, and then click "Share":
Going forward, the best practice is to develop apps in solutions. This way, you can develop your app in a development environment, and whenever you're ready, you can move it to a production environment, so you can better control who sees what version. You can learn more about this here.

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Ariffk 13 on 27 Feb 2023 at 15:43:31

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Re: Handover App & List to another Employee

@joe_hannes_col Thanks for your reply.
I've already provided permissions as above to my manager but the information that will go on this list is something that I then should no longer require access to view once it's up and running - is there no other way to move this away from my account to my managers?

Thanks

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joe_hannes_col 1,843 Super User 2024 Season 1 on 27 Feb 2023 at 15:47:07

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Re: Handover App & List to another Employee

Hello @Ariffk,

The best approach to this would be to create a template from your list and then have your manager re-create it from the template as you described initially.

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Ariffk 13 on 27 Feb 2023 at 16:05:41

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Re: Handover App & List to another Employee

@joe_hannes_col thanks,

Will I have to match the labels/fields in PowerApps to the new list or should it pair up straight away as long as the template is used?

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joe_hannes_col 1,843 Super User 2024 Season 1 on 01 Mar 2023 at 08:40:55

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Re: Handover App & List to another Employee

Hello @Ariffk,

If the field names in the new list are identical, you should not have to to do anything but change the datasource itself, and references to the datasource in your formulas.
You can use the search pane to find and replace occurences of your old datasource in your app: https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/search

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Ariffk 13 on 01 Mar 2023 at 09:19:25

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Re: Handover App & List to another Employee

@joe_hannes_col Brilliant. I'll give this a go.

Thank you for your help!

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joe_hannes_col 1,843 Super User 2024 Season 1 on 01 Mar 2023 at 12:06:42

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Re: Handover App & List to another Employee

Sure! If it worked, could you please mark this thread as solved? Thanks.

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Ariffk 13 on 15 Mar 2023 at 08:59:14

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Re: Handover App & List to another Employee

@joe_hannes_col Sorry for the delay in replying but that has worked perfectly.
Thank you!

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