cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
AchalDesai
Helper I
Helper I

Filter/Lookup Gallery items by all items in Multiline Text Box (Delegation Error)

Hi, I am trying to create a simple CRUD app for my teams to create, View & update records in a SharePoint List.

I am fairly new to powerapps and don't know much about delegation queries.

 

I am stuck at creating a view/update screen. I have a Multiline Text Input that the users will input multiple unique package numbers. The idea is that the gallery should filter the records from the SharePoint List matching the package reference numbers in the multiline text box. The user can then select all and update a status by clicking a button. Capture.JPG

 

As seen in the image above, I want the gallery to be filtered for only the Brand Package Reference that are in the Multiline Text Search Box.

 

I tried to create a collection of the ref nos in the search box with the below formula.

ClearCollect(FilterList,{RefNos: Split(Substitute(TextInput2.Text," ",","),",")})
 
Then tried a filter function with a ForAll as below. But this didn't work. It gave me a delegation error.
ForAll('Lost Packages Log', Filter('Lost Packages Log',FilterList.RefNos = 'Brand Package Reference'))
 
Can someone please help me create a formula that would help me achieve my goal.
1 ACCEPTED SOLUTION

Accepted Solutions

Hi @AchalDesai ,

For your first question, if your filter result is less than 2000(or your archive list is less than 2000 records), you don't need to worry about the delegation issue. You can directly display the result in your gallery. 

If your archive list or your filter result is more than 2000, you can use multiple Collect()/ClearCollect() function to help you avoid delegation issue.

For example, If your archive list has 5000 records, you can use below formula to save all the records into a collection:

Concurrent(
           ClearCollect(Col1, Filter('YourSPList', ID >= 1 && ID <= 2000));
           ClearCollect(Col2, Filter('YourSPList', ID >= 2001 && ID <= 4000));
           ClearCollect(Col3, Filter('YourSPList', ID >= 4001 && ID <= 6000))
);
Collect(MergedCollection; Col1; Col2; Col3)

Then you can directly use "MergedCollection" for your gallery as the datasource. 

For more information about collection, you can refer to this article:

https://powerappsfornewbies.com/what-is-a-powerapps-collection/

For more about PowerApps delegation, I would suggest you refer to @WarrenBelz’s blog:

Power Apps Delegation – SharePoint – Practical Power Apps

 

For your second question, you should directly do actions on your list, then recreate the collection from the list.

For example,I add another “Patch” button to create a new list item into list5, then click “CreateCollection” button again to refresh the “collist5” collection, then new list item will display in the your gallery.

v-albai-msft_1-1614157997550.png

Best Regards,

Allen

View solution in original post

3 REPLIES 3
v-albai-msft
Community Support
Community Support

Hi @AchalDesai 

Do you want to filter list items based on the value in your search box based on your 'Brand Package Reference' column?

I assume that your 'Brand Package Reference' column is a Text column and I do a test on my side, you can refer to my formula:

Just set Items property of your Gallery to:

Filter('Lost Packages Log','Brand Package Reference' in Split(TextInput3.Text,Char(10)) .Result)

v-albai-msft_0-1613729818540.png

Notes:

1. You can directly use Split(TextInput3.Text,Char(10)) inside the Filter() function,  I think it is no need to create one more collection to keep the results from multi TextBox.

2. For Delegation warning, it is just a warning, not an error. If the number of your list item is not too large(does not exceed 2000), you can ignore the delegation warning. If you have a large list or you do not want to see the warning, please consider save your SP list into a Collection, then use the Collection as data source within your app instead of your original SP list.

Best Regards,

Allen

Hi @v-albai-msft

Thanks for the reply.

The delegation warning is something I need to consider. The list is currently blank with only test data in it.

But once I create the app and users start using it, the list will definitely host more than 2000 records.

 

So I guess moving the whole list to a collection on application start would be the best way to do it.

I will put in a process to move closed records to an archive list to keep the operational list as small as possible.

 

Can you please help me on how to go about importing the whole list as a collection?

And then how would I update/edit the records in the collection and then write the updates/edits back to the sharepoint list?

 

Best Regards,

Achal

Hi @AchalDesai ,

For your first question, if your filter result is less than 2000(or your archive list is less than 2000 records), you don't need to worry about the delegation issue. You can directly display the result in your gallery. 

If your archive list or your filter result is more than 2000, you can use multiple Collect()/ClearCollect() function to help you avoid delegation issue.

For example, If your archive list has 5000 records, you can use below formula to save all the records into a collection:

Concurrent(
           ClearCollect(Col1, Filter('YourSPList', ID >= 1 && ID <= 2000));
           ClearCollect(Col2, Filter('YourSPList', ID >= 2001 && ID <= 4000));
           ClearCollect(Col3, Filter('YourSPList', ID >= 4001 && ID <= 6000))
);
Collect(MergedCollection; Col1; Col2; Col3)

Then you can directly use "MergedCollection" for your gallery as the datasource. 

For more information about collection, you can refer to this article:

https://powerappsfornewbies.com/what-is-a-powerapps-collection/

For more about PowerApps delegation, I would suggest you refer to @WarrenBelz’s blog:

Power Apps Delegation – SharePoint – Practical Power Apps

 

For your second question, you should directly do actions on your list, then recreate the collection from the list.

For example,I add another “Patch” button to create a new list item into list5, then click “CreateCollection” button again to refresh the “collist5” collection, then new list item will display in the your gallery.

v-albai-msft_1-1614157997550.png

Best Regards,

Allen

Helpful resources

Announcements

Celebrating the May Super User of the Month: Laurens Martens

  @LaurensM  is an exceptional contributor to the Power Platform Community. Super Users like Laurens inspire others through their example, encouragement, and active participation. We are excited to celebrated Laurens as our Super User of the Month for May 2024.   Consistent Engagement:  He consistently engages with the community by answering forum questions, sharing insights, and providing solutions. Laurens dedication helps other users find answers and overcome challenges.   Community Expertise: As a Super User, Laurens plays a crucial role in maintaining a knowledge sharing environment. Always ensuring a positive experience for everyone.   Leadership: He shares valuable insights on community growth, engagement, and future trends. Their contributions help shape the Power Platform Community.   Congratulations, Laurens Martens, for your outstanding work! Keep inspiring others and making a difference in the community!   Keep up the fantastic work!        

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!      

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile 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. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Top Solution Authors
Top Kudoed Authors
Users online (2,401)