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Anonymous
Not applicable

Cascading Combo Box

Hello,

 

I had previously customized a SharePoint list form using PowerApps successfully early in January. However, after the 1/18/2018 updates, I can no longer customoize a SharePoint list form the same way.

 

I have a SharePoint list, Expense Report, that is going to be used to record expenese incurred on projects.  This list has 2 SharePont lookup fields from 2 other SharePoint lists - Clients and Projects.  We'll first select the Client and then based on that the associated Projects would be displayed for selection.  Previously, I had done this using galleries and within the edit form the Client and Project fields were automatically populated with the selections made within the galleries (I used WonderLaura's videos/blog posts).  The fields within the edit form were the Lookup control that was provided; however, now it seems the Lookup control has been replaced with a Combo Box control.

 

I have not been able to find much guidance on the use of Combo Boxes and it is unclear to me what properties to use and modify in order to be able to record the selection of Client and Project from the galleries set up.  This is the formula i had previously used for the Lookup controls for the Default property of the data card:

 

{ '@odata.type' : "Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference", Id : Value(GalleryClient.Selected.ID), Value: GalleryClient.Selected.Title}

 

Does anyone have any recommendations with how to achieve cascading combo boxes and create records for a SharePoint list using customized PowerApps forms?

 

1 ACCEPTED SOLUTION

Accepted Solutions
R3dKap
Community Champion
Community Champion

Hi all,

 

After struggling for a long time with combo boxes and cascading them, I've come up with an easy logic to follow when it comes to manipulating combo boxes.

So here are a few tips and tricks on this particular topic...

 

When you customize a form in PowerApps, the system automatically sets a field as a combo box if its datatype is one of the following:

  • Choice field
  • Lookup field
  • Managed metadata field
  • User field

But you already know this... Smiley Happy

 

The structure of the items in the combo box will then vary according to the field's data type:

  • Choice field

 

{
    Value
}

 

  • Lookup field

 

{
    Id,
    Value
}

 

  • Managed metadata field

 

{
    Label,
    Path,
    TermGuid,
    Value, /* <label>|<guid> */
    WssId
}

 

  • User field

 

{
    Claims,
    Department,
    DisplayName,
    Email,
    JobTitle,
    Picture
}

 

But you probably already know this as well.

 

What is interesting to understand is that, whatever the data type of the field (whatever the structure of the combo box items), the Items property will always be defined as:

 

Choices(<your datasource>.<your field>)

 

 

Here comes the important part...

 

Whatever you want to do with your combo box (define a default value, cascade combo boxes, filter the list of items in your combo box) consider the Choices(...) 'function' as your 'combo box datasource'. You have to respect the data type of your combo box items by always working with the Choices(...) 'items list'.

And forget about using the { '@odata.type' : "Microsoft.Azure.Connectors.SharePoint. ...", Id : ..., Value: ...} artefact (which is usefull in very limited cases, by example for setting a default user in a user field).

 

This means that, if you want to set a default value for your combo box, do it this way (always use the DefaultSelectedItems property):

 

LookUp(Choices(<your datasource>.<your field>), Value='<your default value>')

 

 

It also means that if you want to filter the list of items in your combo box, you have to do it this way:

 

Filter(Choices(<your datasource>.<your field>), <your filter condition>)

 

 

And if you want to cascade lookup combo boxes, you should do it this way:

 

Filter(
Choices(<datasource>.<lookup field>),
Id in ShowColumns(
Filter(<lookup list>,<your condition>),
"ID"
)
)

A bit of an explanation here...

 

The Filter(Choices(...),...) part does not change. We want to filter our combo box 'datasource'.

Then, for the filter condition, we can only use the Id or the Value properties. Here I use the Id property.

Now, the Id in... part means: "I want to specify which items in my Choices(...) I want to keep as items for the combo box."

Since the left-side of the in operator is the Id 'column', on the right side of the in operator I must have a list of ids. That's why I use the ShowColumns(..., "ID") function.

Finally, inside the ShowColumns function, the datasource (first parameter) is where I will filter my lookup items. And in the filter condition I can just filter on any other field in the lookup list.

 

Here is an example... Let's say you have the following lists:

  • Countries
    • CountryName (text)
  • Cities
    • CityName (text)
    • Country (lookup to Countries>CountryName)
  •  Companies
    • CompanyName (text)
    • CompanyCountry (lookup to Countries>CountryName)
    • CompanyCity (lookup to Cities>CityName)

Let's say that you customize the Companies list form and that you want the following behavior: after choosing a country in CompanyCountry combo box, I want the CompanyCity combo box to show me only cities from that country.

Here is how you should set the Items property of the CompanyCity combo box:

 

Filter(
    Choices(Companies.CompanyCity),
    Id in ShowColumns(
        Filter(Cities,Country.Id=DataCardValueCompanyCountry.Selected.Id),
        "ID"
    )
)

 

 

Note: PowerApps provides now an automatic way of cascading combo boxes:

Image 1.png

 

Hope this helped...

Emmanuel

View solution in original post

43 REPLIES 43
Meneghino
Community Champion
Community Champion

Hello @Anonymous

My constant recommendation is not to use the standard forms, but to build your own.

How to implement cascading dropdowns/combo boxes depends a bit on the data structure otherwise you risk running into performance issues.  I am happy to hop ona a Skype call to give you some hints/help.  Will send contacts via private message.

did you ever get an answer on this?

 

Cascading Combobox is pretty common now ...

I am too seraching easy sol for multi select cascading combo box.. till the date.. 


@skylitedave wrote:

did you ever get an answer on this?

 

Cascading Combobox is pretty common now ...


 

R3dKap
Community Champion
Community Champion

Hi all,

 

After struggling for a long time with combo boxes and cascading them, I've come up with an easy logic to follow when it comes to manipulating combo boxes.

So here are a few tips and tricks on this particular topic...

 

When you customize a form in PowerApps, the system automatically sets a field as a combo box if its datatype is one of the following:

  • Choice field
  • Lookup field
  • Managed metadata field
  • User field

But you already know this... Smiley Happy

 

The structure of the items in the combo box will then vary according to the field's data type:

  • Choice field

 

{
    Value
}

 

  • Lookup field

 

{
    Id,
    Value
}

 

  • Managed metadata field

 

{
    Label,
    Path,
    TermGuid,
    Value, /* <label>|<guid> */
    WssId
}

 

  • User field

 

{
    Claims,
    Department,
    DisplayName,
    Email,
    JobTitle,
    Picture
}

 

But you probably already know this as well.

 

What is interesting to understand is that, whatever the data type of the field (whatever the structure of the combo box items), the Items property will always be defined as:

 

Choices(<your datasource>.<your field>)

 

 

Here comes the important part...

 

Whatever you want to do with your combo box (define a default value, cascade combo boxes, filter the list of items in your combo box) consider the Choices(...) 'function' as your 'combo box datasource'. You have to respect the data type of your combo box items by always working with the Choices(...) 'items list'.

And forget about using the { '@odata.type' : "Microsoft.Azure.Connectors.SharePoint. ...", Id : ..., Value: ...} artefact (which is usefull in very limited cases, by example for setting a default user in a user field).

 

This means that, if you want to set a default value for your combo box, do it this way (always use the DefaultSelectedItems property):

 

LookUp(Choices(<your datasource>.<your field>), Value='<your default value>')

 

 

It also means that if you want to filter the list of items in your combo box, you have to do it this way:

 

Filter(Choices(<your datasource>.<your field>), <your filter condition>)

 

 

And if you want to cascade lookup combo boxes, you should do it this way:

 

Filter(
Choices(<datasource>.<lookup field>),
Id in ShowColumns(
Filter(<lookup list>,<your condition>),
"ID"
)
)

A bit of an explanation here...

 

The Filter(Choices(...),...) part does not change. We want to filter our combo box 'datasource'.

Then, for the filter condition, we can only use the Id or the Value properties. Here I use the Id property.

Now, the Id in... part means: "I want to specify which items in my Choices(...) I want to keep as items for the combo box."

Since the left-side of the in operator is the Id 'column', on the right side of the in operator I must have a list of ids. That's why I use the ShowColumns(..., "ID") function.

Finally, inside the ShowColumns function, the datasource (first parameter) is where I will filter my lookup items. And in the filter condition I can just filter on any other field in the lookup list.

 

Here is an example... Let's say you have the following lists:

  • Countries
    • CountryName (text)
  • Cities
    • CityName (text)
    • Country (lookup to Countries>CountryName)
  •  Companies
    • CompanyName (text)
    • CompanyCountry (lookup to Countries>CountryName)
    • CompanyCity (lookup to Cities>CityName)

Let's say that you customize the Companies list form and that you want the following behavior: after choosing a country in CompanyCountry combo box, I want the CompanyCity combo box to show me only cities from that country.

Here is how you should set the Items property of the CompanyCity combo box:

 

Filter(
    Choices(Companies.CompanyCity),
    Id in ShowColumns(
        Filter(Cities,Country.Id=DataCardValueCompanyCountry.Selected.Id),
        "ID"
    )
)

 

 

Note: PowerApps provides now an automatic way of cascading combo boxes:

Image 1.png

 

Hope this helped...

Emmanuel

Hi @R3dKap 

but question is

how we can cascde if we select two or more items in companycountry combo

Suppose I select China and India in companycountry combo then i should get option to select city coresponding to it's country eg 

see attachment.. i could not solve it 😞

 


@R3dKap wrote:

Hi all,

 

After struggling for a long time with combo boxes and cascading them, I've come up with an easy logic to follow when it comes to manipulating combo boxes.

So here are a few tips and tricks on this particular topic...

 

When you customize a form in PowerApps, the system automatically sets a field as a combo box if its datatype is one of the following:

  • Choice field
  • Lookup field
  • Managed metadata field
  • User field

But you already know this... Smiley Happy

 

The structure of the items in the combo box will then vary according to the field's data type:

  • Choice field

 

{
    Value
}

 

  • Lookup field

 

{
    Id,
    Value
}

 

  • Managed metadata field

 

{
    Label,
    Path,
    TermGuid,
    Value, /* <label>|<guid> */
    WssId
}

 

  • User field

 

{
    Claims,
    Department,
    DisplayName,
    Email,
    JobTitle,
    Picture
}

 

But you probably already know this as well.

 

What is interesting to understand is that, whatever the data type of the field (whatever the structure of the combo box items), the Items property will always be defined as:

 

Choices(<your datasource>.<your field>)

 

 

Here comes the important part...

 

Whatever you want to do with your combo box (define a default value, cascade combo boxes, filter the list of items in your combo box) consider the Choices(...) 'function' as your 'combo box datasource'. You have to respect the data type of your combo box items by always working with the Choices(...) 'items list'.

And forget about using the { '@odata.type' : "Microsoft.Azure.Connectors.SharePoint. ...", Id : ..., Value: ...} artefact (which is usefull in very limited cases, by example for setting a default user in a user field).

 

This means that, if you want to set a default value for your combo box, do it this way (always use the DefaultSelectedItems property):

 

LookUp(Choices(<your datasource>.<your field>), Value='<your default value>')

 

 

It also means that if you want to filter the list of items in your combo box, you have to do it this way:

 

Filter(Choices(<your datasource>.<your field>), <your filter condition>)

 

 

And if you want to cascade lookup combo boxes, you should do it this way:

 

Filter(
Choices(<datasource>.<lookup field>),
Id in ShowColumns(
Filter(<lookup list>,<your condition>),
"ID"
)
)

A bit of an explanation here...

 

The Filter(Choices(...),...) part does not change. We want to filter our combo box 'datasource'.

Then, for the filter condition, we can only use the Id or the Value properties. Here I use the Id property.

Now, the Id in... part means: "I want to specify which items in my Choices(...) I want to keep as items for the combo box."

Since the left-side of the in operator is the Id 'column', on the right side of the in operator I must have a list of ids. That's why I use the ShowColumns(..., "ID") function.

Finally, inside the ShowColumns function, the datasource (first parameter) is where I will filter my lookup items. And in the filter condition I can just filter on any other field in the lookup list.

 

Here is an example... Let's say you have the following lists:

  • Countries
    • CountryName (text)
  • Cities
    • CityName (text)
    • Country (lookup to Countries>CountryName)
  •  Companies
    • CompanyName (text)
    • CompanyCountry (lookup to Countries>CountryName)
    • CompanyCity (lookup to Cities>CityName)

Let's say that you customize the Companies list form and that you want the following behavior: after choosing a country in CompanyCountry combo box, I want the CompanyCity combo box to show me only cities from that country.

Here is how you should set the Items property of the CompanyCity combo box:

 

Filter(
    Choices(Companies.CompanyCity),
    Id in ShowColumns(
        Filter(Cities,Country.Id=DataCardValueCompanyCountry.Selected.Id),
        "ID"
    )
)

 

 

Note: PowerApps provides now an automatic way of cascading combo boxes:

Image 1.png

 

Hope this helped...

Emmanuel


 

R3dKap
Community Champion
Community Champion

And if your CompanyCountry field allows multiple selections and you want to see the cities for the selected countries (which could be a bit confusing by the way), you could just change the Filter function to something like this:

Filter(
    Choices(Companies.CompanyCity),
    Id in ShowColumns(
        Filter(Cities,Country.Id in ShowColumns(DataCardValueCompanyCountry.SelectedItems, "Id")),
        "ID"
    )
)

I haven't test it, so give me feedback about it...

Emmanuel

Wow! It works now..

Few things that i added...

in sharepont list in lookup, I  allowed multiple values

Also on visible property i added collection collcities to collect the cities details...

 

Items for companyciites looks:

Filter(Choices(Companies.CompanyCity), Id in ShowColumns(Filter(collcities,Country.Id in ShowColumns(DataCardValue2.SelectedItems,"Id")),"ID"))

 

Thanks a lots @R3dKap 

Anonymous
Not applicable

Hi @R3dKap ,

 

I am new to this tool and thank you for nice explanation of Combobox.

I am trying to create cascading comboboxes and my data source is a table (Table7) from excel and my data will be something like as shown below
image.png

Now when i try to set the Items for one combobox as "Choices(Table7.Column1)" i am getting below error:

image.png

 

Also can you please help me how can set 3 combo boxes one for each Column in my table and also they should show distinct values i.e

Combo box 1 - Shows A1, A2(distinct of Column1)
Combo box 2 - Shows distinct values from Column2 based on selected values from Combobox 1

 

thanks,

-Dileep

R3dKap
Community Champion
Community Champion

Hi @Anonymous,

Ok, here is the solution (just tested it on my side):

ComboBox1
    Items -> Distinct(Table7,Column1)
    DisplayFields -> ["Result"]
    SearchFields -> ["Result"]
    SelectMultiple -> false
    OnChange -> UpdateContext({locCol2WrongValue: IsBlank(LookUp(MyTable,Column1=ComboBox1.Selected.Result && Column2=ComboBox2.Selected.Result))})

ComboBox2
Items -> Distinct(Filter(Table7,Column1=ComboBox1.Selected.Result),Column2)
DisplayFields -> ["Result"]
SearchFields -> ["Result"]
SelectMultiple -> false
Reset -> locCol2WrongValue
OnChange -> UpdateContext({locCol2WrongValue:false}); UpdateContext({locCol3WrongValue: IsBlank(LookUp(MyTable,Column1=ComboBox1.Selected.Result && Column2=ComboBox2.Selected.Result && Column3=ComboBox3.Selected.Result))})

ComboBox3
 Items -> Distinct(Filter(Table7,Column1=ComboBox1.Selected.Result && Column2=ComboBox2.Selected.Result),Column3)
DisplayFields -> ["Result"]
SearchFields -> ["Result"]
SelectMultiple -> false
Reset -> locCol2WrongValue || locCol3WrongValue
OnChange -> UpdateContext({locCol3WrongValue:false})

As you can see, I've added some code to the OnChange events of the combo boxes so that when the users has selected A1 & B3 and then he changes his mind and chooses A2, the ComboBox2 is reset and blanked because combination A2 & B3 does not exist.

Tell us if this works...

Emmanuel

PS: I hope I didn't forget anything... 🙂

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Welcome! Congratulations on joining the Microsoft Power Apps community! You are now a part of a vibrant group of peers and industry experts who are here to network, share knowledge, and even have a little fun! Now that you are a member, you can enjoy the following resources:   The Microsoft Power Apps Community Forums If you are looking for support with any part of Microsoft Power Apps, our forums are the place to go. They are titled "Get Help with Microsoft Power Apps " and there you will find thousands of technical professionals with years of experience who are ready and eager to answer your questions. You now have the ability to post, reply and give "kudos" on the Power Apps community forums! Make sure you conduct a quick search before creating a new post because your question may have already been asked and answered!   Microsoft Power Apps IdeasDo you have an idea to improve the Microsoft Power Apps experience, or a feature request for future product updates? Then the "Power Apps Ideas" section is where you can contribute your suggestions and vote for ideas posted by other community members. We constantly look to the most voted Ideas when planning updates, so your suggestions and votes will always make a difference.   Community Blog & NewsOver the years, more than 600 Power Apps Community Blog Articles have been written and published by our thriving community. Our community members have learned some excellent tips and have keen insights on building Power Apps. On the Power Apps Community Blog, read the latest Power Apps related posts from our community blog authors around the world. Let us know if you would like to become an author and contribute your own writing — everything Power Apps related is welcome!   Power Apps Samples, Learning and Videos GalleriesOur galleries have a little bit of everything to do with Power Apps. Our galleries are great for finding inspiration for your next app or component. You can view, comment and kudo the apps and component gallery to see what others have created! Or share Power Apps that you have created with other Power Apps enthusiasts. Along with all of that awesome content, there is the Power Apps Community Video & MBAS gallery where you can watch tutorials and demos by Microsoft staff, partners, and community gurus in our community video gallery.   Again, we are excited to welcome you to the Microsoft Power Apps community family! Whether you are brand new to the world of process automation or you are a seasoned Power Apps veteran. Our goal is to shape the community to be your ‘go to’ for support, networking, education, inspiration and encouragement as we enjoy this adventure together!   Let us know in the Community Feedback if you have any questions or comments about your community experience.To learn more about the community and your account be sure to visit our Community Support Area boards to learn more! We look forward to seeing you in the Power Apps Community!The Power Apps Team

Microsoft Power Platform | March 2023 Newsletter

Welcome to our March 2023 Newsletter, where we'll be highlighting the great work of our members within our Biz Apps communities, alongside the latest news, video releases, and upcoming events. If you're new to the community, be sure to subscribe to the News & Announcements and stay up to date with the latest news from our ever-growing membership network who find real "Power in the Community".    LATEST NEWS Power Platform Connections Check out Episode Five of Power Platform Connections, as David Warner II and Hugo Bernier chat with #PowerAutomate Vice President, Stephen Siciliano, alongside reviewing out the great work of Vesa Juvonen, Waldek Mastykarz, Maximilian Müller, Kristine Kolodziejski, Danish Naglekar, Cat Schneider, Victor Dantas, and many more.   Use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show!   Did you miss an episode?  Catch up now in the Community Connections Galleries Power Apps, Power Automate, Power Virtual Agents, Power Pages     Power Platform leading a new era of AI-generated low-code development.   **HOT OFF THE PRESS** Fantastic piece here by Charles Lamanna on how we're reinventing software development with Copilot in Power Platform to help you can build apps, flows, and bots with just a simple description! Click here to see the Product Blog         Copilot for Power Apps - Power CAT Live To follow on from Charles' blog, check out #PowerCATLive as Phil Topness gives Clay Wesener Wesner a tour of the capabilities of Copilot in Power Apps.       UPCOMING EVENTS   Modern Workplace Conference Check out the Power Platform and Microsoft 365 Modern Workplace Conference that returns face-to-face at the Espace St Martin in Paris on 27-28th March. The #MWCP23 will feature a wide range of expert speakers, including Nadia Yahiaoui, Amanda Sterner, Pierre-Henri, Chirag Patel, Chris Hoard, Edyta Gorzoń, Erika Beaumier, Estelle Auberix, Femke Cornelissen, Frank POIREAU, Gaëlle Moreau, Gilles Pommier, Ilya Fainberg, Julie Ecolivet, Mai-Lynn Lien, Marijn Somers, Merethe Stave, Nikki Chapple, Patrick Guimonet, Penda Sow, Pieter Op De Beéck, Rémi Riche, Robin Doudoux, Stéphanie Delcroix, Yves Habersaat and many more.  Click here to find out more and register today!     Business Applications Launch 2023 Join us on Tuesday 4th April 2023 for an in-depth look into the latest updates across Microsoft Power Platform and Microsoft Dynamics 365 that are helping businesses overcome their biggest challenges today. Find out about new features, capabilities, and best practices for connecting data to deliver exceptional customer experiences, collaborating and creating using AI-powered capabilities, driving productivity with automation, and building future growth with today’s leading technology. Click Here to Register Today!       Power Platform Conference 2023 We are so excited to see you for the Microsoft Power Platform Conference in Las Vegas October 3-5th, 2023! But first, let's take a look below at some fun moments from MPPC 2022 in Orlando Florida. 2023 sees guest speakers such as Charles Lamanna, Heather Cook, Julie Strauss, Nirav Shah, Ryan Cunningham, Sangya Singh, and many more taking part, so why not click the link below to register for the #PowerPlatformConf today! Vegas, baby! Click Here to Register Today!      COMMUNITY HIGHLIGHTS Check out our top Super and Community Users reaching new levels!  These hardworking members are posting, answering questions, kudos, and providing top solutions in their communities.   Power Apps:  Super Users:  @WarrenBelz  |  @iAm_ManCat  Community Users: @LaurensM | @Rusk | @RJM07    Power Automate:   Super Users: @abm  | @Expiscornovus | @RobElliott  Community Users:  @grantjenkins | @Chriddle    Power Virtual Agents:   Super Users: @Expiscornovus | @Pstork1  Community Users: @MisterBates | @Jupyter123 | Kunal K   Power Pages: Super Users:  @OliverRodriguesOliverRodrigues | @Mira_Ghaly  Community Users: @FubarFubar | @ianwukianwuk  LATEST PRODUCT BLOG ARTICLES  Power Apps Community Blog  Power Automate Community Blog  Power Virtual Agents Community Blog  Power Pages Community Blog  Check out 'Using the Community' for more helpful tips and information:  Power Apps, Power Automate, Power Virtual Agents, Power Pages 

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