SharePoint List Filtering Not Returning All Records for External (Guest) Users

(0) Share

Report

Posted on by MK17

We are facing an issue in our Power Apps application connected to a SharePoint list.
Scenario:
The app is shared with external (guest) users.
We are filtering the SharePoint list based on Territory logic.
Example:
There are 10 accounts with the same Territory value.
When filtering in Power Apps, only 9 records are returned.
1 record is missing, even though it has the same Territory value.
This issue happens only for external users.
For internal users, all 10 records are visible and filtering works correctly.
Additional Context:
Data source: SharePoint List
Total records in list: ~100+
Filtering logic is straightforward (based on Territory column).
No delegation warning is shown.
The missing record is visible directly in SharePoint to internal users.

Categories:

Building Power Apps

I have the same question (0)

All responses (3)

Answers (0)

Sort by

WarrenBelz 155,838 Most Valuable Professional on at

Like
a
(0)

Report
Copy link

Link copied!

Hi @MK17,

It sounds like a permissions issue of some sort. How have you shared the relevant SharePoint list with the external users and also can you please post (in Text), the Filter code. Also confirm the list numbers (is it under 500 ?)

Please ✅ Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider answering Yes to Was this reply helpful? or give it a Like ♥
Visit my blog Practical Power Apps LinkedIn

Was this reply helpful? Yes No
Suggested answer

Nilesh Chakrani 4 on at

Like
a
(0)

Report
Copy link

Link copied!
Hi,

It looks like this could be related to item-level permissions in your SharePoint list. Since the issue only affects external (guest) users, I’d recommend checking the following:

Visibility in SharePoint: Log in as the external user and confirm whether the missing record is visible directly in the SharePoint list. If the item isn’t accessible there, it won’t appear in Power Apps either.

Item-level permissions: Ensure that the specific record doesn’t have unique permissions applied that restrict guest access. Sometimes a single item may be broken out of inherited permissions.

Territory column value: If the same record is consistently missing, double-check the Territory column value. Extra spaces, hidden characters, or mismatched casing can cause filters to exclude the item even though it looks identical.

Data type consistency: Verify that the Territory column is of the same type across all records (e.g., single line of text vs. choice). Inconsistent data types can lead to unexpected filtering behavior.

If the record is visible in SharePoint for the guest user but still missing in Power Apps, then it’s worth testing with a simplified filter (e.g., Filter(ListName, Territory="XYZ")) to rule out formula complexity.

Was this reply helpful? Yes No
WarrenBelz 155,838 Most Valuable Professional on at

Like
a
(0)

Report
Copy link

Link copied!

Hi @MK17,

A quick follow-up to see if you received the answer you were looking for. Happy to assist further if not.

Please ✅ Does this answer your question if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider answering Yes to Was this reply helpful? or give it a Like ♥
Visit my blog Practical Power Apps LinkedIn

Was this reply helpful? Yes No