Custom SharePoint form - missing person field value

[xsomej33]

Dear all,

I have recently found a strange issue with my custom SharePoint form. I create a new entry, save it, I can see the value in SharePoint for both the Name and Line manager/Supervisor fields (both of them are Person type fields), but when I open the form, the Line manager/Supervisor field value is missing:

List value

form value

Also, when I filter the list down to one single item, sometimes there are digits instead of actual names in those two fields:

The only way how to overcome both issues is a refresh of the page, but I'd like to see if there is something else to be done.

In PowerApps, I've manipulated the DefaultSelectedItems for the Line manager/Supervisor data card, since for new records it's pulling data from another list. But for view/edit it should present what is already part of the list.

If(
SharePointForm1.Mode = FormMode.New,
LookUp('secondary list', DataCardValue2.Selected.Email = 'person'.Email).'Line Manager / Supervisor',
Parent.Default)

Any advice would be much appreciated here.

[xsomej33]

Thanks @v-jefferni, 

Unfortunately the field remains blank even though I've applied the recommended steps. Any other idea? 

[v-jefferni]

Hi @xsomej33 ,

Let get started from the very beginning. Could you please share the details of the two lists, columns and their data types? Also were you customizing the form from list1? For example:

List1 name (...):

Name - People

Manager - People

List2 name (...)

Manager - People

Other columns

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.

[xsomej33]

List 1:

Name - person type field

Line Manager / Supervisor  - person type field

List 2:

Name - person type field

Line Manager / Supervisor  - person type field

I'm editing the List 1 form in Power Apps to have the following funcionality:
Person's name, opening the form, is automatically prefilled in Name field - that works fine now.

Based on the Name field value, I want to automatically fill Line Manager / Supervisor with data from the List 2 - where each Name has it's own Line Manager / Supervisor.  But users has the option to change this field value to something else (some other person). The auto-filling of Line Manager / Supervisor worked for me at the beginning, using:
If(
SharePointForm1.Mode = FormMode.New,
LookUp('secondary list', DataCardValue2.Selected.Email = 'person'.Email).'Line Manager / Supervisor',
Parent.Default)

But I struggled with keeping the displaying the value in the form after it was saved. This is fixed now, using your suggested code:

If(
   SharePointForm1.Mode = FormMode.New,
   LookUp(
          Choices(List1.'Line Manager / Supervisor'), 
          DisplayName = LookUp(
                          'secondary list',
                          'person'.Email = User().Email
                        ).'Line Manager / Supervisor'.DisplayName
   ),
   Parent.Default
)

But I've lost the autofill now.

[v-jefferni]

Hi @xsomej33 ,

Please try below:

Name Combo box:

Items: Choices(List1.Name)

DefaultSelectedItems:

If(
   SharePointForm1.Mode = FormMode.New,
   {'@odata.type':"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
        Claims:"i:0#.f|membership|" & Lower(User().Email),
        Department:"",
        DisplayName: Lower(User().FullName),
        Email: User().Email,
        JobTitle:"",
        Picture:""
   },
   Parent.Default
)

Manager Combo box:

Items: Choices(List1.Line Manager / Supervisor)

DefaultSelectedItems:

If(
   SharePointForm1.Mode = FormMode.New,
   {'@odata.type':"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
        Claims:"i:0#.f|membership|" & Lower(
                                           LookUp(
                                               'secondary list',
                                               Name.Email = User().Email
                                               ).'Line Manager / Supervisor'.Email
                                      ),
        Department:"",
        DisplayName: LookUp(
                            'secondary list',
                            Name.Email = User().Email
                     ).'Line Manager / Supervisor'.DisplayName,
        Email: LookUp(
                      'secondary list',
                      Name.Email = User().Email
               ).'Line Manager / Supervisor'.Email,
        JobTitle:"",
        Picture:""
   },
   Parent.Default
)

Hope this helps.

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.

[xsomej33]

Hi @v-jefferni,

We are back at the beginning I'm afraid. Now I have the autofill for Line Manager / Supervisor but the value is either blank or different from what is saved in the list:

SP listForm in view mode

But when I click at the Edit all button, it's displayed correctly:

Form in edit mode

How is that possible?

[v-jefferni]

Hi @xsomej33 ,

Old records in that list may contain incorrect values that have saved at background. Please delete all previous testing records then use the customize form to create new items to test the app with.

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.

[xsomej33]

Hi @v-jefferni,

I deleted all old records created yesterday and created two new couple minutes ago.

For those where I keep the default value for Line Manager / Supervisor, it works fine:

SP list valueform value

But for those where I changed that to somebody else, like myself, it doesn't work until I hit the Edit all button:

SP list value #2

form value #2 form value in edit mode

[v-jefferni]

Hi @xsomej33 ,

Actually you have 2 lists and the form will get the manager on bases of list 2 manager column. So you are not suggested to change the manager in list 2. If you really want to edit in list2, you will also need to synchronously modify the manager in list1 other wise manager will be different in the two lists. So assuming you are using SubmitForm to patch to list 1, please add below in OnSuccess of the form:

Patch(List2, 
      LookUp(List1, Name.DisplayName = SharePointForm1.LastSubmit.Name.DisplayName),
      {'Line Manager / Supervisor':
            {'@odata.type':"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
             Claims:"i:0#.f|membership|" & Lower(SharePointForm1.LastSubmit.'Line Manager / Supervisor'.Email),
             Department:"",
             DisplayName: SharePointForm1.LastSubmit.'Line Manager / Supervisor'.DisplayName,
             Email: SharePointForm1.LastSubmit.'Line Manager / Supervisor'.Email,
             JobTitle:"",
             Picture:""
            }
   }
)

The point is you'd better not use people columns in list1 if list 2 is the main list, LookUp column would be much better.

Hope this helps.

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.

[xsomej33]

Thank you @v-jefferni,

The setup is following:
User comes in and create a new request via form in SP list 1:

• his name is prefilled automatically in Name field
• his manager is prefilled automatically based on his name and data from SP list 2 in Line Manager / Supervisor field
• but user has the option to change this to some other person and save the form

So I'm not manipulating the data in SP list 2, I just have that one as a source for new forms, but in case user decide to change that name in Line Manager / Supervisor field, he should be able to do so and form should be able to respect that.

I still don't understand why the value is saved correctly in SP list 1 and displayed incorrectly in the form view mode, but then it's changed in the edit mode.

[v-jefferni]

Hi @xsomej33 ,

Do you mean in view mode it will display the manager that is in the list2?

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.