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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

45 REPLIES 45
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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Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

We have closed kudos on this post at this time. Thank you to everyone who kudo'ed their RSVP--your invitations are coming soon!  Miss the window to RSVP? Don't worry--you can catch the recording of the meeting this week in the Community.  Details coming soon!   *****   It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Blogging in the Community is a Great Way to Start

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Topic: Blogging in the Community Are you new to our Communities and feel like you may know a few things to share, but you're not quite ready to start answering questions in the forums? A great place to start is the Community blog! Whether you've been using Power Platform for awhile, or you're new to the low-code revolution, the Community blog is a place for anyone who can write, has some great insight to share, and is willing to commit to posting regularly! In other words, we want YOU to join the Community blog.    Why should you consider becoming a blog author? Here are just a few great reasons. 🎉   Learn from Each Other: Our community is like a bustling marketplace of ideas. By sharing your experiences and insights, you contribute to a dynamic ecosystem where makers learn from one another. Your unique perspective matters! Collaborate and Innovate: Imagine a virtual brainstorming session where minds collide, ideas spark, and solutions emerge. That’s what our community blog offers—a platform for collaboration and innovation. Together, we can build something extraordinary. Showcase the Power of Low-Code: You know that feeling when you discover a hidden gem? By writing about your experience with your favorite Power Platform tool, you’re shining a spotlight on its capabilities and real-world applications. It’s like saying, “Hey world, check out this amazing tool!” Earn Trust and Credibility: When you share valuable information, you become a trusted resource. Your fellow community members rely on your tips, tricks, and know-how. It’s like being the go-to friend who always has the best recommendations. Empower Others: By contributing to our community blog, you empower others to level up their skills. Whether it’s a nifty workaround, a time-saving hack, or an aha moment, your words have impact. So grab your keyboard, brew your favorite beverage, and start writing! Your insights matter and your voice counts! With every blog shared in the Community, we all do a better job of tackling complex challenges with gusto. 🚀   Welcome aboard, future blog author! ✍️✏️🌠 Get started blogging across the Power Platform Communities today! Just follow one of the links below to begin your blogging adventure.   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studio: https://powerusers.microsoft.com/t5/Copilot-Studio-Community-Blog/bg-p/PVACommunityBlog Power Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for the Message Admins button like this on the page's right rail, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!

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