PowerApps - SharePoint lists vs Dataverse as the back end for multiple projects

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Posted on by MZ-18110459-0

I have developed a solution that has SharePoint Lists as the back end and PowerApps as the front end.
The solution has been set up for one project and has 6 different lists to capture the data, two of those lists are specific to the project, the others are generic and help populate the galleries. I have had interest from other projects to use the solution. My question is, should I be re-creating the two project specific lists and providing each project with a PowerApps solution to point to those lists, or is there a better way to design the solution so that multiple projects can save their data? Each project will be raising 3000-4000 records in one of the project specific lists. If I create a generic solution across all projects, how can each project only access their records?
Thank you.

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Power Apps Pro Dev & ISV

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MS.Ragavendar 5,036 Super User 2025 Season 2 on at

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@MZ-18110459-0,

Create new lists like ProjectA_Tasks, ProjectB_Tasks,

Pros:

Simple permission control: each list can have unique permissions.

Easier to cap scope per project.

Cons:

Code duplication in PowerApps.

Maintenance overhead (updates need to be replicated).

Harder to get cross-project insights or reporting.

One Central List With a "Project" Field

You create one master list per entity, e.g. one Tasks list.

Add a Project column (Choice or Lookup).

Filter everything in PowerApps by project:

Filter(Tasks, Project = DropdownProject.Selected.Value)

Use User().Email to restrict visibility where needed.

Pros:

Easy to manage and scale.

One PowerApp can serve multiple projects.

Common logic and UI for all projects.

Easier for roll-up reporting across all projects.

Less duplication and better performance management.

Cons:

Requires filtering and permissions logic.

You may need to implement custom visibility rules in PowerApps.

If each project will create 3,000–4,000 records please consider:

Archiving completed/old items into another list (e.g., using Power Automate).

Indexing the Project and Created columns in SharePoint for fast filtering.

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

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MZ-18110459-0 45 on at

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Thank you,

The main issue that I am considering is problems with delegation on the PowerApps end of things. If each project has 4000 entries in one list, and we have 22 active projects, then having at least 88,000 records to filter might cause performance issues. Any thoughts on how to manage this?

If there is guidance on how to develop custom visibility rules in PowerApps, I will be grateful.

I have come across this article for custom visibility and I am presuming the filtering of galleries will be based on the User/project match.

https://www.matthewdevaney.com/show-hide-button-in-power-apps-based-on-the-current-user/

Are there any recommended guides for autoarchiving using PowerAutomate?

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MS.Ragavendar 5,036 Super User 2025 Season 2 on at

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@MZ-18110459-0,

Archive SP List Items using Power Automate

https://www.youtube.com/watch?v=LzzQr01wlDU&t=0

If there is guidance on how to develop custom visibility rules in PowerApps, I will be grateful.

The custom visibility which you referring is nothing but showing the relevant items to the relevant people (for e.g)

Item 1 Project A

Item 2 Project B

Maintain separate list for the Project Members

Project A Ragav

Project B Yukesh

In the gallery properties you have write the filter query accordingly, Only the Item 1 is visible to the Project A members.

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

✅ Please click Accept as solution if my post helped you solve your issue and help others who will face the similar issue in future.

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MS.Ragavendar 5,036 Super User 2025 Season 2 on at

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@MZ-18110459-0,

A quick follow-up to see, does the suggestion worked for you or still you were looking for any other approaches or assistance.

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

✅ Please click Accept as solution if my post helped you solve your issue and help others who will face the similar issue in future.

❤️ Please consider giving it a Like, If the approach was useful in other ways.

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MS.Ragavendar 5,036 Super User 2025 Season 2 on at

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@MZ-18110459-0,

A quick follow-up to see, does the suggestion worked for you or still you were looking for any other approaches or assistance.

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

✅ Please click Accept as solution if my post helped you solve your issue and help others who will face the similar issue in future.

❤️ Please consider giving it a Like, If the approach was useful in other ways.

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CA1105 545 Super User 2025 Season 2 on at

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Following..

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