How to Dynamically Set a Dropdown Value in Power Apps Based on the Current User

Learn how to create a Power Apps canvas app that customizes a dropdown list according to the current user’s permissions with this step-by-step guide.
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Unlocking Dynamic Dropdowns in Power Apps

Creating a customizable dropdown in Power Apps that adjusts based on the current user can significantly elevate your app's usability. In this guide, we'll explore how to set up a dropdown list that dynamically changes its options according to the logged-in user. Whether you’re a beginner or looking to enhance your existing applications, this guide will help you implement this powerful feature.

The Challenge

Imagine a scenario where you want to give different access levels based on users. For instance:

Jim has access to options A to E

Val has access to options F to M

Boss has access to all options A to Z

The challenge arises when trying to implement this functionality effectively. How can we ensure that only the appropriate dropdown values appear based on who is currently logged in?

The Solution: Dynamic Dropdowns

Step 1: Mapping User Access

The first step in achieving the dynamic dropdown is to map each user to their respective choices. This mapping can be stored in different places, such as:

SharePoint List: A simple way to manage user choices.

Dataverse Table: More robust and scalable for larger applications.

Excel or other database: If you prefer a less centralized approach.

Example Mapping Structure:

UserChoicesJimA, B, C, D, EValF, G, H, I, J, K, L, MBossA, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, ZStep 2: Retrieving User Information

Once you’ve established your mapping, you will fetch the current user information when the app loads. In Power Apps, you can do this by using the User() function:

[[See Video to Reveal this Text or Code Snippet]]

Step 3: Accessing the Dropdown Values

With the current user identified, the next step is to access the dropdown values that correspond to that user. For instance, if you are using a SharePoint list, you could filter the list based on CurrentUser to get the assigned choices.

Here’s an example of how you might set the dropdown options:

[[See Video to Reveal this Text or Code Snippet]]

This command sets the dropdown items for Dropdown1 based on the choices available for the current user as per the SharePoint list.

Step 4: Test Your App

After implementing the above steps, it’s essential to test your app to ensure everything works as intended. Log in as different users and verify that the dropdown values change accordingly.

Conclusion

By following these steps, you can create a Power Apps canvas application that dynamically customizes dropdown values based on the current user. This capability not only enhances user experience but also ensures data security and appropriate access levels.

Feel free to adapt the approach based on your specific requirements, and make sure to store your user mappings securely for optimal performance. If you found this guide helpful, consider marking it as solved and share it with others in your team!