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Issue Loading Images from Power App to SharePoint List for External Users

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Posted on by lkitambi

I have shared my power app with two people who are not part of my organization. The app is designed to capture construction images and input the data in text format, using a SharePoint list as the data source. Unfortunately, these two users are facing issues while trying to upload images to the SharePoint list image columns. Additionally, the image control in the power app is displaying a different image than the latest one on the SharePoint site. However, on my end, everything seems to be working correctly. Other items work perfectly, and they can view the SharePoint list from their end. How can I fix this image problem for external users?

Below is the formula

UpdateIf(WEPxy,ID=Last(WEPxy).ID, {'Main Panel ':First(MyPhotos).Value})

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Building Power Apps

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cwebb365 3,334 Most Valuable Professional on at

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How did you share the resources with the Users? How are they logging in? The images from the image columns are stored int he Site Assets library for the site the list is in so they will need to have access to that document library in addition to the list to have permissions to CRUD with the image files.
lkitambi 22 on at

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I share resources with users in three ways:
1. Firstly, through SharePoint List Settings, where I grant permissions such as Design, Edit, Contribute, and Read.
2. Secondly, by assigning licenses in the Microsoft 365 Admin Center, which includes MS Power Apps for Developer and MS Power Automate.
3. Lastly, I use Power App Sharing to allow users to use, edit, and share apps, but not to delete or change ownership.
Additionally, in the MyPhotos Gallery in the SharePoint list, I grant permissions such as Full Control, Design, Edit, Contribute, and Read.
Regarding logging in, I provided users with a link to both Power App and SharePoint. Other than images, SharePoint is working fine on editing text, Power App is only showing preview mode and not the editing mode. Despite doing all this the problem is still there.
cwebb365 3,334 Most Valuable Professional on at

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My Photo gallery? It should be the Site Assets library.
lkitambi 22 on at

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Thank you, I checked the Site Assets Library and all the images are there! So, how do I plug the Site Assets library reference into the formula below? I suppose I need to grant CRUD permissions to the user for this Site Assets Library.

UpdateIf(WEPxy,ID=Last(WEPxy).ID, {'Main Panel ':First(MyPhotos).Value})
cwebb365 3,334 Most Valuable Professional on at

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You don't your image column should read from there, you need to give permission to those external users to that site assets library so it can see them. If the app is working other than the images and it works for the internal user then it's probably that permission needed on that site assets library, so you need to add that permission.
cwebb365 3,334 Most Valuable Professional on at

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Were you able to grant permission to Site Assets and try it?
lkitambi 22 on at

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Thank you for following up. I granted permissions and did some initial tests, but unfortunately, it didn't work-images are not saved in the SharePoint list. I suspect the issue might be with the formula I am using to get the images from the library to SharePoint. Tonight, I plan to tweak the formula with the help of AI and see if it works. However, if you have any advice, I would really appreciate it. The process involves capturing photos thru camera1 control, making them visible in the image control1, clicking the button to save them in SharePoint List if they look OK, and finally, image control2 shows the up-to-date image saved in the SharePoint column.
cwebb365 3,334 Most Valuable Professional on at

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I haven't had a ton of experience with the list photo column. Honestly. seems like it might be more of a permission issue with external users and the ability to utilize that column type. might be some kind of permission restriction there. If it works for internal and not external users that would be more or less my guess. If you create a new internal user does it work just fine?

If all else fails, ditch the image column and handle your own image attachments in a separate list by using a ParentID column in your document library that contains the images, and upload everything their and match it to your ID of the Parent list. I prefer that as it gives me more control over what I'm trying to do and more flexibility in terms of addition metadata per photo etc. if I need it.
GreenJaguar 178 on at

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@lkitambi I use the image data column frequently. I create a field and make it an Image type. Permissions for the corresponding record do match all the permissions for that record. No need to do anything special. My approach to permissions may be a bit more pedestrian, but I start my projects by creating an MS 365 group. In my environment 365 groups are not security enabled but our sys admin enables security via script and it takes a minute or two. All permissions flow around the 365 group. I taylor my list permissions and assign them via the group, as well as the app sharing. The security enabled is key to use the 365 Group as a sharing and management piece. Power Apps will not see the group is security is not enabled.
Once that is done I build my SharePoint List and include the image type field in it.

Are you trying to show more than one image?
cwebb365 3,334 Most Valuable Professional on at

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You have external users that utilize the app using that image column? Guess that's the first question. If so then got to dig deeper into permissions for external users as you said there on the site.