PowerApps Filter Gallery by the Current User
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- เผยแพร่เมื่อ 20 ก.ค. 2024
- In this video, you will learn how to filter the PowerApp gallery by the current logged on user. We look at using both the User() method and the Office365 ID method just to add spice. We also demo on SharePoint but applies to other data sources, like SQL, just the same.
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Different Emails - SharePoint vs Power Apps - Unfortunately we cannot use the user email as when I look at the email in SP it says our corporate email address vs in power apps it shows our external email address. I know this is a VERY old video but hoping someone can help with this issue!~
I talk about the different types of Users in this video. Maybe it will help you find the right one? th-cam.com/video/845-xtT8y_0/w-d-xo.html
@@ShanesCows All I can say is a HUGE thank you for the O365 users, that resolved the issue!~ Woohoo!~
Now if I can only get it to work embedded in a SharePoint Page...the journey never ends...lol
@@AR-yo7fx Yes! Glad to hear that.
If it's anything like our corporate email then you can extract the email address from the claims attribute and then match on that version of the email address. Similar to this: Right(ThisItem.Reviewer.Claims,23)
Chewy is the smartest dog alive! Great job Chewy on all of the help you give Shane!
Thanks to you and Chewy for all the love.
Shane, your videoes are brilliant. Why? Because you run through the steps in a complete and good way so that i understand possibilities and limitations to everyday issues and good possibilities with powerapps/sharepoint
Thank you for the kind words. 🐶
Hey Shane, you could have not have timed it better. This is the piece before last for my current app! I want to thank you and Daniel Christian for all your help.
Happy to help 😀
I've watched so many of your videos that each time after you say "Hello, my name is Shane Young from PowerApps-911", I go "Wait who?", and chuckle when you answer lol. Thanks for the great help Shane, stay awesome! Greeetings to Chewy too!!
That is awesome! 😎
Thank you for making this video Shane. This is very useful.
Glad it helped.
This is one of the best explanations on the topic I have ever seen. Thanks a lot.
So nice of you!
thanks for all these vids man. really appreciate it
Glad to help. 😀
Hi Shane, Thanks for this video because you solve my issue regarding view restrcition in Power Apps.
Great to hear!
Thanks for this Shane, fantastic as always.
Glad to help.
Another great video. Thanks. I love the way you teach. I learned something on this video the hard way. At 12:34 you do something that after watching 15-20 time I never saw before...……. On the APP you Right Clicked and clicked on "Run OnStart". I missed this and was kicking myself why I could not make the filter work. The up side is it caused me to really dig into why the variable was not working and tested my troubleshooting skills. After all that I just happened to be watching intently and saw your actions.
Sorry I should have made it more obvious 😑
Your comment just saved me from going insane for not being able to make it work :-)
But these videos are so great in general and so user friendly to someone new in the PowerApp universe!
Good video to show us how to use filter. Thanks
FYI I had to hit refresh to get varUser to work :) Thanks and excellent video.
Glad you got it.
Very good video Shane, thank you !
Glad you liked it.
You are awesome Shane. Thanks
Thanks, you are very kind.
Thank you, sir. Another awesome video for all of us to learn a thing or two.
Thanks. Happy to help.
Hi Shane, your videos are great!
If its possible Please make a video on who to filter the gallery with multiple buttons.
Try this video? th-cam.com/video/kLGglidmPxg/w-d-xo.html
Still. Best reference channel to Power Apps.
Thanks, you are very kind.
Amazing tutos for beginner :)
Thanks 🙏
Amazing i learned a lot from your video.
You are welcome. 😎😎
Thanks for the content.
Glad to help. 😀
Thank you, friend.
Happy to help
Hi Shane, thank you for the video. Quick question. I see you have gallery.selected in the Item property for the Editform. I would like to add that to the Item property for an app I am working on, however there is already a SharePointIntegration formula in the Item property from when I generated the app. How do I get the selected item in my filter gallery to show in my Editform without removing the SharePointIntegration formula?
Hi, Shane, from theory to practice and functional well
😎
Thank you for this amazing video! Would you be able to make a video explaining how to connect PowerApps to Azure DevOps through Microsoft Flow?
I haven’t done it before but if I do I will try to help.
Hi Shane, do you reckon you could do a future video on setting up a ticketing system in Sharepoint using PowerApps and Flow? Or to add more functionality to the templates that exist?
Hey Chris I will consider it.
very nice new video !!
Thanks.
Hi Shane, thank you for this video! Do you know if there is a way to access the extension attribute data of the current user and use it as a filter? I tried to use the office connector but unfortunately, couldn't find the extension attribute filter.
I am not sure. I know what you mean but I haven’t tried. I think you have to use the Graph API to get that deep.
Hey Shane, great video. Quick question, I have a formula already in the "Items" box (SortByColumns(Filter(Timesheet, StartsWith(Title, TextSearchBox1.Text)), "DateofWork", If(SortDescending1, Descending, Ascending)) ) but I also want to filter this so that users only see their entries. Where would I insert your formula to achieve this? Can you help?
Thanks
Add an And to your Filter portion
Wonderful Video, I have quick question. Can we apply filter function for item created by and assigned to. When user open apps, they can able to see only items assign to them and created by them...data source is SharePoint.
Thank you.
Use an Or between the two properties you want to evaluate
Me again, learnt so much from your videos, thank you and now have a great PDP system built, and am 'tweaking'. So my question: I have a sharepoint list of all employees, and this is in a Gallery, filtered by their department and when the user opens the App, I would like it to auto-select their own record from the gallery. Can this be done?
You can’t select an item in a gallery directly. But you could set the variable that the gallery use when the app opens. Watch this video th-cam.com/video/A5Pi5P2YKds/w-d-xo.html and don’t get hung up on the deep link but how I apply the variable once I get it. You will do the same thing.
This is a great video. Is there a way to do something similar based on a list of users. For example, only people in the sales list can see records related to the sales team, whilst only people in the marketing list can see the records related to the marketing team? Thanks
Thanks Shane, great video tutorial. Can i ask you how to get the current logged on user`s manager email? We havent azure ad but local AD sync with 365. Thanks a lot
Azure ad should be a replica of on premise so you should be good I hope.
Great videos Shane, thank you. Do you know of a way to present a Users pre-saved data from SharePoint in an Edit.Form for them to update, without them having to select the record from the Gallery?
Yes. This. th-cam.com/video/A5Pi5P2YKds/w-d-xo.html doesn’t seem like you want but it is. 😀
@@ShanesCows thank you so much
Hi Shane, have you come across an issue where the filtered gallery shows no errors and plays in the online environment but does not load in when a different user tries it. They have the exact same permissions and I have the same issue if I send the app over to teams despite it working online; there is no premium connection issue as we are using SharePoint lists. Thank you for all the great videos!
Thanks for the video! How can I take this and to build one step further to have the user set as a default but with the option for the user to still browse all possible items in a gallery?
Use a variable to set the value you want to filter by. Then use a Dropdown to Change the variable
Thank you for the amazing video. I have a database in Sharepoint, I have tried the code before I editing Sharepoint, and it works. After editing the List View Filter in Sharepoint, come back to Powerapps, it becomes blanks. Any idea with this?
Not sure. Sorry
Is there a way to do this based with an "IF" statement as well?
I am trying to filter the navigation to a manager page based on if the user email is = that of an email in my manager people picker column in a SharePoint list.
I have tried the following on a visible property of a navigation button: If(Datasource.ManagerPeoplePicker.Email = User().Email, true, false)
The problem I am running into is that it doesn't seem possible to do the "Datasource.PeoplePicker.Email" concatenation in the beginning.
Any clarification would be greatly appreciated! Thanks a lot!
P.S. I have watched your videos on how to do this by typing in a specif user email, but I am trying to avoid that at all cost since there are a lot of them that change quite frequently.
Try this th-cam.com/video/0MB-z9cyFCQ/w-d-xo.html
Hello Shane, great content, thank you very much! If I want my app to have users who can see everything, what should I do?
You would have to add an If. So If(they are an admin, show all, show filtered version)
Hi Shane...
How to filter gallery by ID using text input box...or
How to filter a text string based on numbers in it
Please make a video on it..
Hi Shane, great videos. I've been trying to show filtered list for only the current user on a sharepoint site, but it doesn't work. It works for me only and not any other user. The code I use is: Filter(Test, 'Case Handler'.Email=UserEmail) where UserEmail is a variable set
Have to check your variable. Should work
Hey Shane, do you know if it is possible to add different users in the gallery ensuring they all have granular access to the app to be able to view only their projects? In your example you used the created by function, what if I want to change the created by user email address how can I do this ? I was trying to connect the users to office 365 however unsure of the syntax to use. Also the admin will need to have access to see all the projects.
Each person would only see their items in this design. If you wanted you could have a different column and filter off of that instead of Created By
thanks Shane. I guess there is always a 'but' or additional question. How does the 'Power User' ( in other words the 'Manager' loading all TAsks in the control centre , who needs to see ALL the tasks and NOT JUST the ones related to his email address ?. Any work around this ? I'd appreciate your help. Many Thanks again . Kind Regards. Martin ( South Afrtica)
Hi Shane, First of all thank you for making these Nice videos. Secondly, Can you please guide me because "I want to apply current user & view all users filter in PowerApps Gallery by control using radio buttons or drop down". I will be thankful if you can guide me about that.
Just want to say that your videos have helped a lot. I am also watching your videos from your Power911 site. I do have a question though. I am not sure if it is because this video is old, but I noticed my email addresses are always the same in regarding to case sensitive between varUser, from User(), to any SharePoint user field email address. I could not get it where in PowerApps had all small case characters for the email address. Could this be a change which Microsoft has done?
It happens sometimes. When it does I use the Lower(user().email) to get it where I need it.
Thank you, Shane! I have my gallery filtered by logged in user thanks to your video.
Is the a way to create a 'Admin' tbl and if one of those users were logged in they would see all the gallery records?
Put an If in the Items property. If one of those people show all the records else show the filtered view :)
Nice video Shane. If the records have already been created in using the CDM, how would filtering by user created or owner be accomplished with delegation?
Hi John. I don’t think I have any good ideas for you today.
@@ShanesCows Thanks for the response. I was able to figure it out.
Another great video! The way I'm using it is a bit different. The person who inputs the list items in SP sets a specific job title which the content should be restricted to (I called the column RestrtictToRole).
First, I inserted a label and set the text to Office365Users.MyProfile().JobTitle
Then on the gallery, I set the item's formula to:
Filter(NameOfMyList,NameOfLabel.Text = NameOfColumn)
To test it, I selected my own job title in the list (so the text in the label matches what's in the column) but it's not returning any results. Thoughts?
In your Filter flip the control and column part. Column=label.text
Hey Shane I'm looking to make a reporting tool connected to a main site that can then be placed on a second site for project managers to issue monthly reports. I think Power apps is the best way to display and perform this but I'm stuck on getting it to automatically create the next line for say October report and then September report. Do you have a video that will help with this. Also 7 days after the start of the month the first month should lock and not sure how to do that either. Your guidance is always awesome :)
Try the repeating table like infopath series and see if that helps.
Hi Shane,
Is it possible to filter records like warehouse based on user location in canvas app?
hey shane,
I saw your video on for patch and collection in powerapps. i just wanted to ask that if there is a way such that we can save our pictures while being offline and store it online in azure blob storage once when we get a internet connection. I am able to store the text data in offline and online mode via collection but unable to find a way with azure blob storage. Do let me know if there is a way.
Yes. Store them in a collection then use ForAll to sync them back when you come online.
Great video as per usual Shane. Could we not have used the Filter('DataSource', 'Created By'.email=varUser.Email) instead of adding a new column on the list?
Probably :) THere is often a few ways to go at things. I don't remember why I did it the way I did but I am sure I was trying to teach some point. 😁
This doesn't work for me. 'Created By'.Email returns nothing
hi what if the creator email and current user is slightly different. in your situation, you used Lower in the formula because of the capital letter in the email. as for my situation.
in user email there is ".my" at the back while in creator email only stops at .com.
how do i remove/add ".my" ?
Hi, if I need to filter the Gallery not only by itens created by each user, but by a category, like: user “A” and “ B” can see “Games” , user “C” can see “ Sports goods” , User “D” and “E” can see “Fruits”, how can I do this kind os filters?
Great video, very helpful.
In my App's gallery, I also need to show the gallery item's index. I had googled it, but haven't found any answer. so can you please help to make a video about it? Thank you very much.
Like you need to add row numbers? It is possible but I haven’t made a video on it yet. Sorry.
@@ShanesCows Yes, I need to add the row numbers in the gallery but not sure how to do it. when you have time would you able to try it in your gallery? Thanks.
Hi Shane, can you please post a video for work around for max 2000 rows limit for gallery or data table.
About Delagation please!!!!
Yeah. I need to do delegation
What if we want to manage user profiles in and excel in onedrive??? How we will validate users thru excel data???
Thanks for sharing this i know i am late to the page but would it be possible in a gallery to show the Varuser info based on the title. Then have an over arching person who can access all data on the same app?
This video has the concept. th-cam.com/video/0MB-z9cyFCQ/w-d-xo.html
Very useful video! Can we provide access for users only to see their data in poweapps phone layout?
What I show here works on mobile.
When I do this, I still don't return the one person.. I return blank, but no errors. and I still get the delegation warning.. I followed your instructions exactly
Can the data be filtered by a view using [Me], then only showing those items to the app? Great video as usual.
That is what this video shows except instead of me you use user()
good thanks
Happy to help
Hello great video. I’ve done what you said but my results are still empty in my gallery. I have no errors in my formula, I don’t know where I’m going wrong.
Will this only work for data submitted via the PowerApp if you have users going directly to the SP List?
No. Should work for any data in the data source
ts posible conect two list of sharepoint how on database sql azure? for example : lookUP('[DataBase].[Customer]',ID = customerID, Customername). how is it done in sharepoint?. please
th-cam.com/video/43ekj5MlNJU/w-d-xo.html this video helps.
Hey Shane, Thanks for the help. What is the owner of the app (me) wants to view all submissions? By your method users can view their submissions, which is what I want. But within my gallery, I would like to have editing and viewing rights on all submissions. Is this possible to do both?
I would probably make an admin only screen and put my gallery there. Hide the button to get to the screen with this video th-cam.com/video/0MB-z9cyFCQ/w-d-xo.html
@@ShanesCows I have created two galleries and hid the button as suggestion. My first one can populate the fields to edit, but my new gallery cannot populate the fields to edit. I don't know why? I click on a submission with the second gallery and the fields do not populate. Any suggestions on how to get both galleries to have the ability to populate and edit already submitted submissions?
Hi Shane, Would you happen to know how to check if the current logged in user is part of a 'SharePoint group' or not?
THere is no built in way. I think you would have to use HTTP action in flow to do it via SharePoint rest API but that is just a guess.
Shane, I have a gallery that shows tasks and who those tasks are assigned to. One task can be assigned to multiple people for review, so my people column in my sharepoint list allows for multiple selections. My gallery shows all the people assigned using the concat function for my 'Assigned To' column, but is there a way to filter a gallery based on the user where the users name is in a people column that allows multiple people, without running into delegation issues?
There isn't :( Filter(List, Shane in PeopleColumn) is the way to go but not delegable. :( You might need to rethink your data model to parent/child to get away from delegation.
Shane, what if there are items with no "User" assigned and therefore no email or ID? Do I need to add the filter formula to ignore blanks?
Correct. :) Filter out the blank ones and you are all set.
Hi Shane - having shown us the inefficient way (with all of the lookups for the Id etc). What about the efficient way ? I have SharePoint lists of thousands of items and would like to know how to filter on current user (or other fields) efficiently Regards. Nigel
Hey Nigel unfortunately there is not an efficient way with the complex columns.
Currently, I'm using the list settings in sharepoint so my users only see the records they have created. It should work directly on powerapps since the filter comes from the data source (sharepoint list). I hope I made myself clear (English is not my native language, sorry)
You have awesome videos here and I've been able to build my first PowerApp App thanks to you. So the filter function for my gallery seems to work only with the App Owner's account. When a shared user opens the app it does not work. I'm using multiple conditions in my filter function. For example:
Filter(ListName, Lower(vUser.Email) in Lower(PersonColumn1.Email) || Lower(vUser.Email) in Lower(PersonColumn2.Email))
Can you please help?
great video. can I use this logic to display the detail of login user in display form? will that work?
Yes User() function provides it so you can put it in as default
@@ShanesCows
I used this First(Filter(EmployeeReg'E-post'= VarUser.Email))
Its giving delegation warning,mentioning it doesn't work for larger data. How can i solve this issue.
hello shane,
for my leave management application i have created a SharePoint list of approvers who will be approving the request where there are 2 columns one for Department name (type: Text) and another for Managers of that department (type : Person or Group)
Now for the leaves to get approved by the manager how to make an approval screen Showing only the leaves assigned to manager of that specific department when the manager logs in to the app and lands on that specific screen and how to check if the logged in user is a manager or not form the list of approvers that I have maintained
The leave approval screen must not be visible to the requester(Employee)
after the leave is approved or rejected by the manager it should get reflected in the applied leaves list
I want to do this all without power automate flow itself in the canvas PowerApp
please correct my Question if any and if possible try to provide solution step by step
thanks
Thank you Shane. Question, how do I conditionally filter the gallery where users only see their items and admins see all items. I’ve a list of admins that need to view all items in the gallery? Thanks
Something like:
Set a variable for Admin - varAdmin
If(varAdmin, DataSource, Filter(datasource, User = User())
@@ShanesCows Thank you!
Hi Shane, I have a Sharepoint with 120 records. I would like the user to only see their data. None of the users created the data, I created the file in Excel and uploaded into my Sharepoint list. The user will only be editing if the information has changed. How do I do this without using the email. I would like to use the users name. (one field-full name)
How to use bulk excel data in sharepoint ..? by traditional method its taking lot of time
Not sure what you mean
Hey Shane, your videos are great!
I am hoping you can help me with an issue I am having. How can I apply this if I have other filters already on the gallery?
I am trying to only show items that the user has created and filter by a search box and a item status.
I would also like to filter items in another gallery where you can only see items if you are the allocated 'approver' as well as the search box and item status.
Can you please help?
Thanks, Abby
You can nest Filters. Filter(Filter(datasource, user = logged in users), column = dropdown) That should point you in the right direction.
@@ShanesCows Hi Shane, thank you for getting back to me!
This is the string that I have currently but when I add in coding to filter the 'requester' column by the current user it doesn't work.
If(
FilterGallery.Selected.Value = "All",
Filter(
TravelRequests,
StartsWith(
Title,
SearchInput.Text
)
),
Filter(
TravelRequests,
StartsWith(
Title,
SearchInput.Text
) && Status.Value = FilterGallery.Selected.Value
)
)
Do I add the nest filters in here?
Hi Shane, do you have any advice on how to fix this string? I keep getting an error. Thanks!
Hi. How to get the user's email from the power apps and call it in a stream.?
This video Laura th-cam.com/video/FpXrF5NDZbI/w-d-xo.html
I'm creating my first PowerApps app and your videos have been SO HELPFUL! I wanted to see if you can help with a little dilemma? I have a SharePoint list titled Clients. One column is of type 'Person or Group' and we can select one or more employees from our Azure users. I'd like to initially filter by this value. Basically, if varUser is included in "Program Manager'. My filter is: "Filter(Clients, varUser.FullName in Choices(Program_x0020_Manager)".
I have verified that varUser.FullName and Choices(Program_x0020_Manager) resolve the same thing, even the same case. However, the filter does not work.
Any suggestions? Or do you have a video that addresses this?
Filter(clients, program manager.displayname = variate.fullname) should be real closr
@@ShanesCows I'll try that. As it turns out, they decide to change PM from multi to single choice. That made it easier. Thanks!
@@ShanesCows Hi Shane, I'm facing same issue and tried your proposaed command but wihtout success Lower(Owner.DisplayName) = Lower(User().FullName). Any suggestions please?
How do I capture the office365users profile id from the input form when the user selects from the person list?
Today’s video actually has the answer. Perfect timing. th-cam.com/video/SKMwayf_cuM/w-d-xo.html
Hello Shane, thank you for the knowledge. Could you please share the button's code? I'm getting an error saying "Object must implement IConvertible"
Thank you again sir!
I am not sure why. You can get app downloads from the curated library at training.powerapps911.com if that helps
@@ShanesCows Thank you sir!
my form is in another screen and I think the formula to filter is not working because of that. Filter('OT Data', 'Creator Email' = VarUser.Email ). nothing shows up. I have other locations to get Creator email from but all give me errors. Do I need to refer to the other page somehow? thanks
That isn’t it. My guess is ‘Creator Email’ = variable isn’t right. Maybe the variable is empty. What if you hard code the email address? Your formula should work you are just passing something that is causing it to return no results.
Hey Shane what if we want to make a power bi tile user specific
This video th-cam.com/video/Boh_d8ybhVM/w-d-xo.html
hi... can we filter gallery by active licensed users only? means don't want to show the shared mailbox users
Probably but I have never done it. 😑
How many columns from a table are allowed to be seen in one screen on a phone app?
As many as you can fit. You just have to get creative 😀
Hi, how to filter based on account field show list in galary
Sorry, not sure what you are asking.
Great video Shane.
I'm trying to get the email address from Office365Users from a selected display Name in Dropdown box.
my function isn't working. Hopefully you can help.
fx: Office365Users.SearchUser({searchTerm: Dropdown3.Selected.Full_Name})
I get error : Expected Text value
The property on this control expects text values. The rule produces Table values which are incompatible
I think followed this to the T and for some reason the variable won't work. If I have the Items property to:
Filter(DATASOURCE, 'Creator Email' = User().Email)
it shows up with the delegation issue, but as soon as I change it to
Filter(DATASOURCE, 'Creator Email' = varUser.Email)
the entire gallery goes blank, but without any errors showing.
I've set the app OnStart to: Set(varUser, User())
Any idea what I've missed??
Emma that looks correct... Did you make sure your variable has what you expect in it. Maybe throw a label on the screen to check.
@@ShanesCows Hi Shane, thanks for replying. I have checked it and it appears to be returning a blank field. I have two labels, 1 is User().Email and returns the correct email address, 2nd is varUser.Email and returns blank. This is I'm assuming where the error is coming from, but not sure why it's returning blank when the rest of the formulas appear correct
Replying to myself because I figured it out. Because it was OnStart I needed to restart the app!! Works now, thanks for your videos Shane, they've been a massive help.
Is there a way to include this Filter but also have a search box??
Yes wrap search around your filter. Search(Filter(datasource, name = “chewy”), textinput1.text, “columnname”)
How can I have it show only items that have not been resolved? So filter by user but they only see items that have not been status Resolved.
Filter(datasource, user = user And status “resolves”)
Where would I enter this information and would it clash with my filter for the creator email?
I keep getting an error
×
The requested operation is invalid. Server Response: WeeklyHourTable failed: Expression "Username eq null" is not supported. clientRequestId: f18d15d1-822a-40fd-9241-e193040ee843 serviceRequestId: af3691c7-8654-4f95-9d16-3732e4153796;dcf75e41-9ca8-4ed6-b648-dfe34b13a401;b299b3c9-2304-4fb4-bc28-5a6624384aa9
The data loads properly in the end but it seems like there's a lag between when the varuser is set and when the gallery is filtered. Is there any work around for this?
Hello I am trying to get all users by team in a canvas app is it possible I feel like I am losing my time.
This video may help th-cam.com/video/rRnbe1CfQ30/w-d-xo.html
iv done everything the same, double checked, and it doesnt show results that i made when im loged in ( doesnt show anyone anything actualy) iv been on this for 4 hours now i dont understand what i did wrong,
do you import the data from a Sharepoint list or from where? for example the part where you wrote the IF statment that shows parent.default if false, trows me an error that "parent" statment is display and cant be used in IF functions, where for you it works normanly,
can anyone help ?
It thisitem isn’t working are you sure you are in the gallery. You can also try this video for a similar concept. PowerApps Hide Button Based on User and other fun th-cam.com/video/0MB-z9cyFCQ/w-d-xo.html
@@ShanesCows ty for the reply, il recheck everything,
The problem was , Some functions are in my native languge instead of English language, so i changed the languge to english and redid everything, works like a charm
YOU ARE A CRACK !
Thanks 🤩
Hi Shane, I setup up the varUser function and place the same formula on the gallery, and it is not filtering out to specific users? Has recent update prevented this from working?
Nope. This all should still work. Maybe your variable isn't populating? Put a label on the screen to confirm it.