cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
RodM
Resolver I
Resolver I

Filter SharePoint list gallery by the 'Created' date and Person columns without delegation limit?

I have a SharePoint list with over 5k items which exceeds the delegation limits of PowerApps. I'd like to filter/search a gallery to show only a portion of the items based on 4 variables:

  1. Filter gallery based on 'Created' column; Show items from the last 120 days (Ex: StartDate: Today()-120, EndDate: Today())
  2. Use a combo box control to search a person-picker column based on the person's Display Name in Microsoft 365 (Column name : 'Employee Scored').
  3. Use a drop down control to filter distinct Display Names from the renamed Created By column (Column name: 'Evaluator')
  4. Use a drop down control to filter distinct Display Names from a people-picker column (Column name: 'Supervisor')

 

I've attempted several variations of formulas but end up with a delegation limit or empty gallery due to the known challenges with Created columns and Person/Group columns. Is anyone able to assist?

1 ACCEPTED SOLUTION

Accepted Solutions
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

Firstly, Created and Created By are not Delegable, so you need to "pre-filter". Person Columns will filter in a Delegable manner on DisplayName. Note you will not get warning with the below, but the top filter output (not the input which can filter any number of records) is limited to your Delegation Limit.

With(
   {
      wList:
      Filter(
         YourListName,
         'Employee Scored'.DisplayName = YourEmployeeComboBox.Selected.???? &&
         Supervisor.DisplayName = YourSupervisorComboBox.Selected.???? 
      ),
      wDate:
      DateAdd(
      Today,
         -120,
         Days
      )
   },
   Filter(
      wList,
      Created > wDate &&
      'Created By'.DisplayName = YourEvaluatorComboBox.Selected.????
   )
)

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Visit my blog Practical Power Apps

View solution in original post

9 REPLIES 9
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

Firstly, Created and Created By are not Delegable, so you need to "pre-filter". Person Columns will filter in a Delegable manner on DisplayName. Note you will not get warning with the below, but the top filter output (not the input which can filter any number of records) is limited to your Delegation Limit.

With(
   {
      wList:
      Filter(
         YourListName,
         'Employee Scored'.DisplayName = YourEmployeeComboBox.Selected.???? &&
         Supervisor.DisplayName = YourSupervisorComboBox.Selected.???? 
      ),
      wDate:
      DateAdd(
      Today,
         -120,
         Days
      )
   },
   Filter(
      wList,
      Created > wDate &&
      'Created By'.DisplayName = YourEvaluatorComboBox.Selected.????
   )
)

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Visit my blog Practical Power Apps

RodM
Resolver I
Resolver I

Thank you! This worked with a minor change to the missing parenthesis from the DateAdd function. However, I have "All" options as part of a Collection. I'm not sure how to work out the logical functions. For simplicity I changed to 3 dropdown controls. Are you able to assist with the logical functions?

Sort(With(
   {
      wList:
      Filter(
         'QA-Call Monitoring Scores',
         'Employee Scored'.DisplayName = EmployeeDropdown.Selected.Result &&
         'Assigned Supervisor'.DisplayName = SupervisorDropdown.Selected.Result
      ),
      wDate:
      DateAdd(
      Today(),
            -120,
            Days
      )
   },
   Filter(
      wList,
      Created > wDate &&
      Evaluator.DisplayName = EvaluatorDropdown.Selected.Result
   )
),Created,Descending)

 

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

Do you mean you have "All" as one of the options of the drop-downs ?

With(
   {
      wList:
      Filter(
         YourListName,
         (
            EmployeeDropdown.Selected.Result = "All" ||   
            'Employee Scored'.DisplayName = EmployeeDropdown.Selected.Result
         ) &&
         (
            SupervisorDropdown.Selected.Result = "All" ||
            Supervisor.DisplayName = SupervisorDropdown.Selected.Result 
         )
      ),
      wDate:
      DateAdd(
      Today,
         -120,
         Days
      )
   },
   Filter(
      wList,
      Created > wDate &&
      'Created By'.DisplayName = EvaluatorDropdown.Selected.Result
   )
)

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Visit my blog Practical Power Apps

Thank you for trying to assist again, but this is returning a blank gallery unless the Supervisor and Evaluator dropdowns have a selected value other than "All".


WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

There is something else wrong here - the code is valid (I use it all the time) and should either filter on the drop-down, or if "All" selected, show all records (filtered only by the other filters)

With(
   {
      wList:
      Filter(
          'QA-Call Monitoring Scores',
         (
            EmployeeDropdownOld.Selected.Result = "All" ||   
            'Employee Scored'.DisplayName = EmployeeDropdownOld.Selected.Result
         ) &&
         (
            SupervisorDropdownOld.Selected.Result = "All" ||
             'Assigned Supervisor'.DisplayName = SupervisorDropdownOld.Selected.Result 
         )
      ),
      wDate:
      DateAdd(
      Today(),
         -120,
         Days
      )
   },
   Filter(
      wList,
      Created > wDate &&
      Evaluator.DisplayName = EvaluatorDropdownOld.Selected.Result
   )
)

 

I created new dropdown names and a new gallery to test it. The only change was to correct the Today function which was missing the parenthesis: Today ().

 

Same result, the gallery returns blank unless the Supervisor and Evaluator dropdowns are filled, or the Employee and Evaluator dropdowns are filled. All 3 set to "All" returns a blank gallery, along with Employee+Supervisor or any other combination.

Here is the formula for one of the dropdown collections:

ClearCollect(CollectEmployee, {Result: "All"});
Collect(CollectEmployee, Sort(Distinct(With(
    {
        StartDate: Today()-120,
        EndDate: Today()
    },
    Filter('QA-Call Monitoring Scores','Call Recording Date' > StartDate,'Call Recording Date' <= EndDate)
),'Employee Scored'.DisplayName),Result,Ascending));

 

What do you think could be the problem?

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

Sorry, but makes no sense to me- try the filters on their own

Filter(
   'QA-Call Monitoring Scores',
   (
      EmployeeDropdownOld.Selected.Result = "All" ||   
      'Employee Scored'.DisplayName = EmployeeDropdownOld.Selected.Result
   ) &&
   (
      SupervisorDropdownOld.Selected.Result = "All" ||
      'Assigned Supervisor'.DisplayName = SupervisorDropdownOld.Selected.Result 
   )
)

 

I tried a different direction. I replaced my dropdowns with combo boxes, then used this formula on my gallery:

SortByColumns(Filter('QA-Call Monitoring Scores',
  ('Assigned Supervisor'.DisplayName = SupervisorDropdownOld.Selected.Result || IsBlank(SupervisorDropdownOld.Selected)) &&
  ('Employee Scored'.DisplayName = EmployeeDropdownOld.Selected.Result || IsBlank(EmployeeDropdownOld.Selected)) &&
  (Evaluator.DisplayName = EvaluatorDropdownOld.Selected.Result || IsBlank(EvaluatorDropdownOld.Selected))
),"CallRecordingDate",Descending)

 

And for my combo box formulas, eliminated the collections, and just placed something like this in all 3:

Sort(Distinct(With(
    {
        StartDate: Today()-120,
        EndDate: Today()
    },
    Filter('QA-Call Monitoring Scores','Call Recording Date' > StartDate,'Call Recording Date' <= EndDate)
),'Employee Scored'.DisplayName),Result,Ascending)

 

This is working, and I honestly have no clue why I have no delegation warnings, and I am (apparently) able to see my full dataset which is over 6k records. Why am I doubting myself here? Do you see anything wrong with this different approach? And why am I not hitting a delegation wall?

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @RodM ,

Two reasons - the code I supplied (which I was puzzled why it was not working)  gets rid of the If() statements inside a filter (which are not Delegable) and breaks the whole thing down into two Delegable filters. The "All" statement sets are a true/false test, so if the first is true, nothing happens and the second bit (Filter) does not execute and the reverse if not true (it filters).

The With() statement can be used for many things and is effectively setting a (very) temporary variable BEFORE you enter the filter, which is delegable when you compare a value with a Variable. I have a blog on this (as well as one on Delegation) that may interest you.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Visit my blog Practical Power Apps

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!   This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersNumber of SolutionsSuper UsersNumber of Solutions @anandm08  23 @WarrenBelz  31 @DBO_DV  10 @Amik  19 AmínAA 6 @mmbr1606  12 @rzuber  4 @happyume  7 @Giraldoj  3@ANB 6 (tie)   @SpongYe  6 (tie)     Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Community MembersSolutionsSuper UsersSolutions @anandm08  10@WarrenBelz 25 @DBO_DV  6@mmbr1606 14 @AmínAA 4 @Amik  12 @royg  3 @ANB  10 @AllanDeCastro  2 @SunilPashikanti  5 @Michaelfp  2 @FLMike  5 @eduardo_izzo  2   Meekou 2   @rzuber  2   @Velegandla  2     @PowerPlatform-P  2   @Micaiah  2     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 3:Community MembersSolutionsSuper UsersSolutionsPower Apps anandm0861WarrenBelz86DBO_DV25Amik66Michaelfp13mmbr160647Giraldoj13FLMike31AmínAA13SpongYe27     Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Week 4:Community MembersSolutionsSuper UsersSolutionsPower Apps DBO-DV21WarranBelz26Giraldoj7mmbr160618Muzammmil_0695067Amik14samfawzi_acml6FLMike12tzuber6ANB8   SunilPashikanti8

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Top Solution Authors
Top Kudoed Authors
Users online (1,899)