📱 Power Apps Filter Records By Logged In User [Tutorial]

In this Power Apps video, I showcase how to filter a gallery based on who is using the app. I will filter down by email address, but this can also be done with any unique identifier. I will also address a delegation warning that comes about when using email addresses as part of a filter.
Below are other videos I've done on how to filter data in Power Apps.
Power Apps Basic Filtering: • Power Apps: Filtering ...
Power Apps Advanced Filtering: • Power Apps: Filtering ...
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[@thorstenstoffel3959]

Matt, I don't know how many tutorials I've watched to implement this very simple function you've just simply and quickly explained. Well done, Matt! Would you by any chance recommend a tutrorial in which users are able to edit or update the very data sets that they created?

[@silicatoss]

Thanks for sharing! Great video. The delegation trick is great!

[@mynameisLarissa]

Thank you so much for this! It helped me a lot! 🥰

[@rais_hussain]

This was very informative, thank you

[@josericardo3015]

Thanks for the video Matt!
Very well explained!
As suggestion, how to set up the dropdown to show all colors records in the table instead only one color per time.

[@TheAlgebraTeacherPOWERStoBI]

Hey Jose. I'll try to add that one in to my next video.

[@laurabermudez6711]

@@TheAlgebraTeacherPOWERStoBI I am wondering the same thing. Did you ever address this in a video? If so, could you share the name or link

[@jesusruiz4941]

It's a shame I can't give you 1000 likes. Thank you so much!!

[@ryannolarte1788]

thank you for this!

[@jonsonjohn]

Hello Matt, this video has been extremely useful for me. Thanks for putting this up. One question, when I put multiple emails for admins to have the ability to view everything the filter function quits working. In short, only the first admin email works to view all data.

[@smash461986]

He wsa so close to completing it but then took a shortcut by adding his own email. Frustrating.

[@clorenger]

Fantastic video. Thank you so much!

[@PragmaticWorks]

Glad you enjoyed it!

[@smash461986]

I wish you'd have made the If formula, using a list instead of email address. I can't specify that I wan't a list of emails to access all data.

[@jmolinegomez]

Great Video. Thanks for sharing Matt.

[@PragmaticWorks]

Glad you enjoyed it!

[@richhepworth7035]

Thanks for this it's very useful. I have one question. When I'm in the app and I run it, it successfully filters on the user records, however when I embed it in a sharepoint page, all users can see all records. Any idea why this is happening?

[@yuvrajsawant4734]

Matt, with the help of this video I am able to display SharePoint list assigned to user login. But my some users have office 365 ID and outlook ID is different. I m assigning task to a user with outlook id in SharePoint list. How I can display this task to office 365 id. Please note though office 365 and outlook id is different assigned person is same.

[@MatejVolesini-uv4kc]

Hi Matt, thanks a lot for the video. Just a question, the Distinct formula seems to work on the person column only when a unique email address is assigned. When multiple choices are allowed, the formula will stop working. Any workaround?
Thanks,

[@majahbrooks8158]

Great easy to understand example. Wondering how to set this to the person's department? So that a manager of a team can see their team's entries?

[@ShivaniMishra-sb1yw]

Is this kind of feature used for xl data also?

[@fredbarnes196]

Are you saying in this example that if there are more than 500 or 2000 User().Emails you have a delegation issue.... or if you have more than 500 or 2000 'Patch Records' you get the delegation warning?
If it is too many User()Emails, then why doesn't power apps give the delegation warning when setting a variable?
If it is too many 'Patch Records' then how does using a variable make any difference?

[@saitamasan9495]

How do I add More admin users

[@dianeblair4217]

Hi Matthew, this video outlines almost exactly what I'm looking to do, however, my SharePoint list has multiple people in the people picker column. I've learned this is a complex column. I've tried to follow along using a dropdown, which didn't work, and a combo box, which is not returning errors but the dropdowns don't have any email addresses in them. There appear to be dropdowns, but everything is white. Is there something else I need to do?

[@Omayer-c7q]

HI, at the beginning, when you have assigned a cat or a dog to a person in your organisation, is there a way i can be able to have it as if a person chooses an specific option that is in a drop down list, then it gets automatically assigned to the person. E.G a person chooses dog and it gets assigned to Matt then it stores in a list

[@kerenferrisandco]

To set up admin view, can you do the "if" statement in the app design instead of the gallery with O365 users?

[@kynio3433]

Hi, I've created a list of trainings that new employees have to pass during onboarding. There is a column called "Not finished" where I enter names of new employees (multiple names in one field). I'd like to have an app with gallery which on logon will filter every training that this person need to take, so the app has to filter all records that in said column contain this person's name. How should I create this filter?

[@tj1610]

How do you do this for model driven apps?

[@vvaassaanntthh]

Hi, iam struggling to connect my power app to an excel file that resides in a folder inside a SharePoint document Library. When choosing data source, i can only connect to a list, but NOT a folder inside a document library. Any pointers would be appreciated.

[@optimisesocialmedia]

Nick Curnick-Orrin
0 seconds ago
Excellent video, again, Matt. Everything is really well explained, thank you. Is it possible to filter for distinct values in a column within a gallery? I have a client / interactions app, where the client is in one table and is only in once, and interactions in another, but each client will have several interactions with a 'next contact date' field. I want a list of up and coming interactions showing each client only once and the latest interaction. Any suggestions? have you already done a video on this?

[@PsYc87]

Is there a way to filter in model driven app to filter on users that are logged in?

[@billsnyder8855]

is there a way to account for items that do not have someone "assigned"? I am running into issues where no items populate when only some of the items have someone "assigned".

[@Agent.R.]

I'm having an issue where the domain listed in my Sharepoint List People Picker Field doesn't match the log-in domain. I'm not sure how to get around it as the things I've tried have failed. Also, when I tried the variable in the filter, it did not clear up my delegation issue. Any suggestions?

[@rhydonplay9190]

I'm having and error when: 'Assigned to' = varUserLoggedIn, can't compared table and text, why? My ASsigned to column allows multiple selections.

[@cathydunwood1640]

Hi 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)

[@stephensbedford957]

The issue I'm running into is when I load my Sharepoint List, the People column isn't an option when I create the dropdown. I am able to choose it in the Gallery, but not in the Dropdown. What would be the cause of that?

[@TheAlgebraTeacherPOWERStoBI]

Hi Stephens. Sorry for the late reply to this. I'm not exactly sure why it is not showing up. I would have to take a look at your app and Sharepoint list to better troubleshoot. My apologies.

[@spamprotection9763]

This does not work for me. Could you assist me?

[@KryptonAndBakchodSquad]

How to do this in power apps Portal