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Can you lock a screen based on a people column in sharepoint?

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Posted on by DGWolfe

Hi All,

Might be a strange question, but I have a training app that allows users to scroll through various company training events and register.

I have created a second screen for the event leaders to access in order to manage attendances, etc.

I want to lock this second screen so that only approved event leaders can access. The question is, I want to create this app so that it is easily maintained by people that don't have to look at permissions or have a background in technology (I also want to hand this off and not be responsible for maintenance).

With that, is there a way to potentially add a sharepoint list with a set of names that I can the have the app search and and if that user is logged into the app, allow access to the second screen?

(the site is locked down to an admin person, and while they are okay with SharePoint permissions, they won't want to touch the app).

If so, how would I go about this from a formula perspective?

Many thanks in advance,

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Building Power Apps

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Ami K 15,689 Super User 2024 Season 1 on at

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@DGWolfe ,

It is a very common requirement.

Suppose for example you have a Button control and on the selection of that Button, the user is navigated to the second screen. However, you want that Button to be visible only if the logged in user exists in your "Admin List".

To achieve that, apply the below the Visible property of your Button:

!IsBlank( LookUp( 'Your Admin List', 'Your People Field'.Email = User().Email ) )

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SpongYe 5,909 Super User 2026 Season 2 on at

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Hi @DGWolfe

You can hide or disable the button if the User().Email is not in the Sharepoint List.

Button.Visible

If(CountRows(Search( <SharePointList>, User().Email, <FieldName>))>0, true, false)

Button.DisplayMode

If(CountRows(Search( <SharePointList>, User().Email, <FieldName>))>0, DisplayMode.Edit, DisplayMode.Disabled)

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Ami K 15,689 Super User 2024 Season 1 on at

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@SpongYe @DGWolfe careful with in, it is not a delegable function with SharePoint.

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SpongYe 5,909 Super User 2026 Season 2 on at

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@Amik

I can agree with that. I changed it to the function Search().
It's a more reliable. Thanks for the headsup 🙂
Ami K 15,689 Super User 2024 Season 1 on at

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@SpongYe careful with Search and CountRows as well, neither are delegable functions with SharePoint.

https://learn.microsoft.com/en-us/connectors/sharepointonline/#power-apps-delegable-functions-and-operations-for-sharepoint

Also, regarding the below:

If(CountRows(Search( <SharePointList>, User().Email, <FieldName>))>0, true, false)

There is no need to run an IF function on a property which will only accept a Boolean anyway. You can shorten it down to:

CountRows(Search( <SharePointList>, User().Email, <FieldName>))>0

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If I have answered your question, please mark your post as Solved. Remember, you can accept more than one post as a solution.

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DGWolfe on at

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Perfect! Thank you so much!