Introduction
Dynamic User Experience in Power Apps allows your app to adapt its content, layout, and functionality based on the logged-in user.
1. What is a Dynamic User Experience?
A Dynamic User Experience (UX) means that the content, layout, and features of your app change based on who the user is, their role, or profile information. Instead of showing the same interface to everyone, you tailor it to the individual.
In Power Apps, this is typically done using:
User() function – provides information about the current logged-in user.
Office365Users connector – retrieves detailed information from Microsoft 365 about a user, such as manager, department, and profile photo.
2. User() Function
The User() function is simple and built into Power Apps. It provides:
User().FullName → Full name of the user
User().Email → User’s email
User().Image → User profile picture
Example: Welcome Message
Imagine you want to greet the user dynamically when they open the app:
"Welcome, " & User().FullName & "!"
This will display, for example:
Welcome, Ketan Sathavara!
You can also show their profile image dynamically:
Image control -> Image property: User().Image
3. Office365Users Connector
The Office365Users connector allows you to pull rich user details from your organization’s Microsoft 365 environment, including:
Job title
Department
Manager
Direct reports
User profile properties
Setting up the connector
Go to Data > Add Data > Office 365 Users.
Use functions like:
Office365Users.MyProfile() – returns your profile info
Office365Users.Manager(User().Email) – returns your manager’s info
Office365Users.SearchUser({searchTerm:"John"}) – search for other users
4. Combining User() and Office365Users for Dynamic UX
By combining these two, you can create personalized experiences such as:
Role-based UI – Show certain controls or screens only for managers.
Personalized dashboards – Display user-specific tasks, approvals, or reports.
Dynamic forms – Pre-fill forms with user info automatically.
Example 1: Show Manager Info Dynamically
Suppose you want a screen that shows the current user’s manager name and email:
Step 1: Add a Label for Manager Name:
Office365Users.Manager(User().Email).DisplayName
Step 2: Add a Label for Manager Email:
Office365Users.Manager(User().Email).Mail
This dynamically fetches the manager of whoever is logged in.
Example 2: Conditional UI Based on Department
Suppose you want to show a special dashboard only to HR users:
Get user department:
Office365Users.MyProfile().Department
Use it in a Visible property of a control:
If(Office365Users.MyProfile().Department = "HR", true, false)
Only users in HR will see the control. Everyone else will not.
Example 3: Personalized Greeting with Photo and Title
You can create a small “profile card” dynamically:
Profile Picture: User().Image
Full Name: User().FullName
Job Title: Office365Users.MyProfile().JobTitle
Formula for a label:
"Hello " & User().FullName & ", your job title is " & Office365Users.MyProfile().JobTitle
It will display:
Hello Ketan Sathavara, your job title is Marketing Manager
5. Benefits of Dynamic User Experience
Personalization: Users feel the app is designed for them.
Efficiency: Pre-filled forms and dynamic dashboards reduce manual effort.
Security & Role Management: Hide irrelevant content from users who shouldn’t access it.
Better Engagement: Users are more likely to use an app that responds to their identity and role.
Summary Table
| Feature | Power Apps Function/Connector | Example Output |
|---|
| Current User Name | User().FullName | John Doe |
| Current User Email | User().Email | [email protected] |
| Current User Profile Image | User().Image | Displays profile photo |
| Current User Department | Office365Users.MyProfile().Department | HR |
| Manager Name | Office365Users.Manager(User().Email).DisplayName | Sarah Smith |
| Role-based Visibility | If(Office365Users.MyProfile().Department="HR", true, false) | Shows HR-only dashboard |
Conclusion
Dynamic User Experience in Power Apps allows apps to personalize content and functionality based on the logged-in user. Using User() for basic info (name, email, photo) and Office365Users for organizational details (department, job title, manager).