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Item-level Permissions in SharePoint and Delegation?

  • 1.  Item-level Permissions in SharePoint and Delegation?

    Bronze Contributor
    Posted Apr 15, 2019 09:50 AM
    I think I have a pretty good handle on the concept of delegation in PowerApps in relation to SharePoint lists. Basically, when an app launches and accesses a SP data source, only the first 500 records (by default) are read and available to the App. My question is: what actually gets "read"?

    Knowing that PowerApps uses the user's Connection to the underlying data, I have to assume that the App will only read items/records that the current user has permissions to read. So, if Item-level permissions are implemented on the list such that each user can only read their own items (those that they create) in the list, then that's all that will be read. This would significantly simplify a lot of my projects, many of which are "request form" type Apps. Right now, in most of them, I'm pulling the whole list into a Collection so that I can then filter to items where User().Email = Author.Email (or 'Created By'.Email).

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    Chad Kealey
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  • 2.  RE: Item-level Permissions in SharePoint and Delegation?

    Bronze Contributor
    Posted Apr 16, 2019 04:13 AM
    You'd have too experiment. The = operator is delegable but perhaps not for the person column. Maybe it is, maybe not. Try filtering the SP data source directly as you have been with the collection and see if you get the warning triangle.

    If you do, add a string column to your SP list and set up a flow to populate it with 'created by' email. Do a one off manual flow for existing items then another flow that triggers when a new item is created.

    You should be able to filter your SP list with the = operator on that 'single line of text' column and remain delegable.

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    Will Page
    Technical consultant
    +64210436716
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  • 3.  RE: Item-level Permissions in SharePoint and Delegation?

    Silver Contributor
    Posted Apr 16, 2019 05:05 AM
    Edited by Nigel Irwin Apr 16, 2019 05:05 AM
    Also set the User().Email to a variable when the app launches and use the variable in your filter, I have found this helps with delegation as well

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    Nigel Irwin
    IT Manager
    1293562651
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