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