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How to restrict Submit form dropdown options depending on the user

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Posted on by AndrewSy

I'm building a fairly basic app that will be used internally within Microsoft365. I've generated a form to post new data to an existing Sharepoint that already has data in it created by different users. How do I restrict users so they are only able to see the items that only they themselves have created in the dropdown, instead of a comprehensive list of all items.

I've tried adding Filter(Timesheets,'Created By'.Email = User().Email) to the items field but it keeps disappearing even though I've unlocked the data card. What am I missing?

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Michael E. Gernaey 53,963 Moderator on at

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@AndrewSy

Hi, Love that you are using the filter, good work honestly, but you would have to share the whole screen so we can better see what else is on the screen that might be driving that DataCard. Is the DataSource set to TimeSheets?

Can you show it typed on and when does it disappear?

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Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
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AndrewSy 31 on at

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Thank you for replying. I've solved the issue of changes reverting, turns out that I didn't unlock the card though I thought I did. I'm trying to concatenate filter with choices but it throws an error. I'm very new to power apps.

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Michael E. Gernaey 53,963 Moderator on at

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Hi @AndrewSy

Can you explain why you are trying to concat that stuff together (and no that would never work). Choices(*) is essentially a loader transcribing the Choice. by making an Array.

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AndrewSy 31 on at

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As it stands the choices dropdown lists different projects made by different people on PowerApps within my company, I need to restrict those choices and make it so that every person only sees their own projects in the dropdown

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Michael E. Gernaey 53,963 Moderator on at

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Hi @AndrewSy

Ok then what you need to do is Filter the actual Choice Column (not use the Choice).

What I mean is. Lets say you have a table and one of the columns is a value FROM this Choice.
And each row is assigned to a user

What you want is to Filter that Table, by whatever column you can filter using that persons info, then use the Choice Column itself to build a Unique (Distinct) list of Choices that has been used by that person AKA Projects.

What you are doing is simply using the Choice as a "thing" to list the total possible project selections, your not actually working on this persons lists of SELECTED choice values (aka projects).

Since its 2am I am going to share this versus typing more. Feel free to response and I will look at it later
Solved: Re: Distinct Choices - Power Platform Community (microsoft.com)

Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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AndrewSy 31 on at

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Thank you very much! You are a life saver 🙂

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