cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
haniel
Kudo Collector
Kudo Collector

Drop Down Not Loading All Managed Metadata items

Hi,

 

I've created a PowerApps app that loads a number of drop-down fields from managed metadata.  What I noticed is that each of the drop-down lists only loads the first 20 items.  Is this a limitation in PowerApps or is there a setting somewhere else to increase the limit?

 

Thanks

18 REPLIES 18

Seems 'Microsoft' itself is the limitation.

 

SURPRISE!! What else is new. Just one more dysfunctional, incomplete release of something. I don't think I've ever seen ANYTHING completed by Microsoft. Half-assedly build something to 75% then release then on to the next project.

 

Smiley Frustrated

abozzo
Frequent Visitor

Same problem here.

And search box without a "contains" logic is unuseful

jmichaelparty
Frequent Visitor

The thing I don't understand is how the IsSearchable feature works for a ComboBox. Even though the dropdown of the ComboBox only shows the first 20 items, if you begin to search, it will populate the dropdown with the appropriate choices. 

 

Put simply, use a dropdown and you only pull 20 items, use the ComboBox and you can find the items in the managed metadata that are not in the first 20. 

 

How does the search feature of the ComboBox work and can I replicate this? It could be a work around until Microsoft fixes the larger issue. Could populate a collection from all available items in the metadata using the same functionality that the search on the ComboBox? 

What's strange is I've found if I create a default item in the SharePoint list and attribute all of the metadata tags to that item, I am able to pull them over into a local collection by using [SelectedItem].[MetaDataColumnName] 

 

I'm a little bit lost with the weird functionality here...

Slg
Regular Visitor

I have a solution for you guys. I had the same problem. I had multiple metadata columns which acted as cascading dropdown lists mean when I select A in dropdown dd1 then dropdown dd2 is filtered on the options valable for A

A

 - A1
 - A2

B

 - B1

 - B2

 

dd1 contains A, B, C,...

dd2 contains A1, A2, B1, B2, ...

 

dd1 en dd2 are metadata

 

In my case dd1 does not contain 20 items. dd2 does contain more than 20 items and needs to be filtered.

 

The solution is to add a datasource to taxonomyHiddenList list. On the onChange of dd1 i create a collection based on the TaxonomyHiddenList. If you create collection on visible of the screen it will be empty.

 

Code:

 

Clear(TypeTable2);;ForAll(

Filter(
TaxonomyHiddenList;
IdForTerm = "fb6d7497-9ff4-4da2-b999-c5f1c7f866b8" ||
IdForTerm = "d27edda2-27fb-4a90-963d-7b2bb6a17e44" ||
IdForTerm = "f5bb38d0-3649-4d0b-93b3-f48837fd3f32" ||
IdForTerm = "5c999a0b-1b4a-45ba-83e6-1d5345f55029" ||
IdForTerm = "c0251c7b-d7ef-4a6a-86e6-377b292254b7" ||
IdForTerm = "b60b258a-a492-47a1-9010-f892342ffb2d" ||
IdForTerm = "4b8153a4-2c07-46b8-8d85-9c9490362f71" ||
IdForTerm = "2ffa899b-5039-4416-9972-458a6466e0ac" ||
IdForTerm = "6eb35c32-f170-4269-8201-997101208b7a" ||
IdForTerm = "4486b5ab-0d64-4322-8faa-22dc7daacd01" ||
IdForTerm = "1fc87d9b-483b-4e28-878b-d0c936f7c4b8" ||
IdForTerm = "f0e16799-ed56-464d-b3b2-626117df52a2" ||
IdForTerm = "1f110109-8b27-461e-a3bc-1791f5625f60" ||
IdForTerm = "69022c8d-7ce8-443c-a7f8-f3d1ce1ecdc4" ||
IdForTerm = "cbace61f-daf8-4fe3-b288-ad7942c33492" ||
IdForTerm = "d9648a06-ee39-43b1-b21c-248499bfde68" ||
IdForTerm = "45c0b6aa-6ab5-4059-b407-dbeaf32d299e" ||
IdForTerm = "94cec70f-9f41-4448-9e84-64d3a616bcc6" ||
IdForTerm = "1e69aa54-ca76-4b29-9bcc-855abbc24cad" ||
IdForTerm = "86c7f89b-6947-4fd1-9d43-4788a2f35665" ||
IdForTerm = "2618dbb0-b171-43aa-8e37-60af6dd38f30" ||
IdForTerm = "fdc7c382-8d1a-4ba7-af1b-6939d11bd563" ||
IdForTerm = "b7f49973-0c36-4524-9365-f7c4e58392df"
)
);

Collect(
TypeTable2;
{
TermGuid: IdForTerm;
WssId: -1;
Label: Naam;
Path: "Onderwerp";
Value: Concatenate(Naam; "|"; IdForTerm)
}
)
);;

 

 

Then add this collection TypeTable2 to the items property of dd2 and then you will have all items you need in dd2. This works with new and edit form. I've searched days on this solution. To summarize

 

1. Add datasource to TaxonomyHiddenList 

2. Create collection with same table content of TaxonomyHiddenList (here you can filter, sort,... ) (hint: if you click somewhere on TaxonomyHiddenList  you should be able to see its content in the Fx dropdown in the ribbon menu. Make sure you create the collection simular to that table)

3. Add the collection to the items property of the metadata dropdown

 

PS: TaxonomyHiddenList is fed by the termstore. If you create new items in the termstore you wont see them appear immediatly in the TaxonomyHiddenList. You need to create an item in SharePoint with the new value you've added in the term store. Then it will be copied to the TaxonomyHiddenList. 

 

if i just saved your life -> https://www.paypal.me/pjverly

 

I did loose so much time on this and my customer was really dissappointed. I can imagine you all are in the same situation. You have a good idea and all the sudden the idea seems like **bleep**ty idea. 

Anonymous
Not applicable

The TaxonomyHiddenList approach isn't a complete solution unfortunately. 

 

If you use a Combo Box with a large Term Set and the "Is Searchable" option ticked, the search is carried out on both the Term's Label and any Synonyms. The search by default appears to work from left-to-right (I'm sure I have read somewhere this is the documented behaviour) but in a large term set (e.g. 6000+ terms) searching is only really usable when it operates as a CONTAINS, and not STARTSWITH.  The default Combo Box will be able to search all 6000+ entries, but using STARTSWITH (currently). 

 

Adding a Filter to the Choices will immediately reduce the number of items searched to the first 20 or so (as mentioned above) - I think because the Choices function is not delegable. The documented approach to overcome this from Microsoft is to add the related list as an additional data source which would work okay for Lookups but feels like a "hack" for MMS columns - although using the TaxonomyHiddenList approach is worthwhile considering. 

 

However, one other (major) drawback of using the hidden Taxonomy List is that entries do not get added into that list until a Term is used somewhere in the site to tag content. Also worth pointing out is that if you are using a tenant-level Term Set, used tags will be across multiple sites, so it's not going to work in that scenario.

WConsulting
Regular Visitor

I wrote a blog post about this one, with a solution of course. This also removes the limited 'StartsWith' search / filter functionality.

https://wardwilmsen.com/2021/08/09/display-more-than-20-items-for-managed-metadata-fields-in-power-a...

 

Note: this one does not make use of any Power Automate or Power Apps premium features. 😉

 

Thanks for the additional input on this, I appreciate the effort :).

 

How does this solution scale and perform on large Managed Metadata Term Sets? Many customers I work with have tens of thousands of terms and having to pull all of them down on the start of the App may not be feasible due to the degrade in performance.

Good question.

 

If you are talking about thousands of terms. You would probably require the 'Response' (Premium) action from Power Automate to return your collection to Power Apps.

https://youtu.be/skEvKoncA0Q?t=455

 

Because you will probably bounce into the string character limit of Power Automate. 

https://powerusers.microsoft.com/t5/Building-Flows/Character-limit-for-quot-Respond-to-a-PowerApp-or...

 

Other than this limitation, I don't see any 'heavy' or 'breaking' impact on this solution.

I don't think there is a limit on the amount of items inside a collection if you pull them from a flow. But not sure though...


You will of course get a longer load time for the GetAllTerms HTTP call you are executing on the ProcessQuery endpoint. But this one doesn't get slow really fast.

 

So if you want to skip the standard limitations on the managed metadata field. I would certainly give the flow I provided in the blog a try, even if you have thousands of terms in your term set.

Helpful resources

Announcements

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

  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: Unlocking Community Achievements and Earning Badges

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 TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

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 Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Tuesday Tips: Community Ranks and YOU

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: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank! 🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Top Solution Authors
Top Kudoed Authors
Users online (4,843)