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da1ve
Post Patron
Post Patron

Filter dropdown by collection property

Hi guys,

 

I am trying to apply a filter to a dropdown (Clients) but want to filter the list by their status. This is what the user would see:

da1ve_3-1658453748209.png

 

and this is the collection

da1ve_4-1658453794724.png

 

Ideally what I would like is the ability to have a check box to filter the results based on their status. So something like:

da1ve_5-1658453841954.png

The collection is called "clients" and this is what I thought might work (if I were not using the check box approach):

Distinct(Filter(Clients, Clients.Status="active"))

 

I would appreciate if someone can point me in the right direction for both the static code and check box options.

 

Thanks,
David

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
poweractivate
Super User
Super User

@da1ve 

 

Just in case you are sure you only want one checkbox , suppose in your case it's a single Checkbox control with a Text property set to "active"

 

I also have this simpler alternative that might point you in the right direction, just in case:

 

checkboxDropdown_72122_3_simple.gif

 

On the Dropdown Items property, use this formula:

 

If(
    CheckboxActive.Value = true
    ,Filter(
        CollectionClients
        ,Status=CheckboxActive.Text
    )
    ,CollectionClients
)

 

In this simplified solution, the checkbox's text value is used in order for you not to have to hard code it in, but instead base it off the checkbox's text value.

 

The dropdown's Items are populated dynamically from a simple If function to determine if the Checkbox is checked or not.
If the checkbox is checked, it will return a filtered version of the collection, only returning records where the Status is equal to that Checkbox control's Text property.
If the Checkbox is not checked, it will just return the whole collection. 

 

Check if this helps as well @da1ve  just in case.

 

For more information on the Check Box Control, check out:

 

Check box control in Power Apps - docs.microsoft.com

Key properties

Default – The initial value of a control before it is changed by the user.
Text – Text that appears on a control or that the user types into a control.
Value – The value of an input control.

 

View solution in original post

4 REPLIES 4
poweractivate
Super User
Super User

@da1ve 

 

Like this:

 

Working Example

checkboxDropdown_72122_2.gif

 

Notice it supports to add any arbitrary number of checkboxes with any arbitrary checkbox labels of your choice to target the client status on.

 

More detail:

 

Screen1 OnVisible:

 

poweractivate_0-1658463559424.png

 

ClearCollect(
    CollectionClients
    ,{'Customer Name':"Ingram Micro",'Client ID':1,Status:"cancelled"},{'Customer Name':"Microsoft",'Client ID':2,Status:"cancelled"}
    ,{'Customer Name':"Company 3"   ,'Client ID':3,Status:"active"}   ,{'Customer Name':"Company 4",'Client ID':4,Status:"active"}
    ,{'Customer Name':"Company 5"   ,'Client ID':5,Status:"pending"} 
);
ClearCollect(
    CollectionCheckboxes
    ,[ CheckboxActive, CheckboxCancelled, CheckboxPending ]
);

 

 

 

For this example, suppose three checkboxes with three states active, pending, cancelled.

 

Add the three checkboxes to Screen1

 

The Text property for each checkbox is important and is actually used in this solution.

Make sure the Text property for each checkbox matches the 'Status' in the collection you want to filter on when it is checked.

 

For each additional Checkbox control you want to add, just add it in CollectionCheckboxes and it should work.

 

For the explanation of the setup of this example, and in the attached working example app, only these three checkboxes will be used.

 

Add a dropdown control, let's say it's called Dropdown1

 

In Dropdown1, OnSelect property put this formula:

 

Clear( MergedClientCollection );

//Generate a collection of clients filtered by status per checkbox
ClearCollect
(
        ClientCollectionsToMerge
        ,ForAll(
            CollectionCheckboxes As ThisCheckbox
            ,ForAll(
                CollectionClients As ThisClient
                ,If(
                    ThisCheckbox.Value.Value = true  &&  ThisClient.Status = ThisCheckbox.Value.Text
                    ,ThisClient
                    ,Blank()
                )
            )
        )
  
);

//Merge the multiple Client Collections
ForAll(
        ClientCollectionsToMerge
        ,Collect(MergedClientCollection,ThisRecord.Value)
)

 

 

 

For information on Functions and operators used in this Formula check out reference guides for:

 

For each Checkbox control's OnSelect property use this formula:

 

Select(Dropdown1)

 

 

This will cause clicking any checkbox to trigger the OnSelect of Dropdown1, so the values update when checkbox is changed and the update shows up more quickly (rather than only when the dropdown in selected). Without doing this, Dropdown1 will only update when it is selected, and will not update immediately on the checkbox changing.

 

You should use this formula on the OnSelect property of any additional checkboxes you add, and in addition to this, be sure to add the name of any additional Checkbox controls you add, to the ClearCollect CollectionCheckboxes part of the OnVisible of Screen1 for it to work, for example, suppose you want a fourth checkbox called YourAdditionalCheckBoxControlHere, then you should make sure to change the ClearCollect CollectionCheckboxes part of the OnVisible of Screen1 to something like:

 

ClearCollect(
    CollectionCheckboxes
    ,[ CheckboxActive, CheckboxCancelled, CheckboxPending, YourAdditionalCheckBoxControlHere ]
);

 

In this example, only the three checkboxes are used.

 

Now try the app. You can also ALT + Click in Power Apps Studio directly on the dropdown and the checkboxes to live-preview the functionality. 

 

If the ALT + Click to live-preview the functionality in the app while editing it, is not working, try this:

Add a blank screen to the app Screen2. Toggle from Screen2 to Screen1 to trigger Screen1 OnVisible and generate the Collection so you can see the values in the dropdown in the app even while editing it. Now try alt-clicking again on the checkboxes and the dropdown menu itself in Screen1 - client names should be showing in the dropdown now based on what checkboxes are selected.

 

Check if it helps @da1ve .

You may also check below for a working .msapp file you can import into Power Apps studio and see the results for yourselves in case you prefer to follow along with a completed solution imported in first to check the formulas and setup.

 

--------------

Working Sample msapp

 

have also attached a working sample msapp file app18.msapp if you would like to import a full, working example yourself for your convenience.

 

To use the sample msapp attached, follow these steps:

 

1) Download the msapp file attached to this post, to Desktop or a folder of your choice, by clicking on it from this post.

2) Create a new, blank Power App Canvas App

3) Go to File -> Open -> Browse

poweractivate_0-1658463293858.png

 

 

4) Navigate to location of .msapp file from Step 1, select it, and press the "Open" button.

5) The working example msapp file should load

6) You can try the full working example and also check the working formulas and setup as well in the app.

 

Check if it helps @da1ve 

poweractivate
Super User
Super User

@da1ve 

 

Just in case you are sure you only want one checkbox , suppose in your case it's a single Checkbox control with a Text property set to "active"

 

I also have this simpler alternative that might point you in the right direction, just in case:

 

checkboxDropdown_72122_3_simple.gif

 

On the Dropdown Items property, use this formula:

 

If(
    CheckboxActive.Value = true
    ,Filter(
        CollectionClients
        ,Status=CheckboxActive.Text
    )
    ,CollectionClients
)

 

In this simplified solution, the checkbox's text value is used in order for you not to have to hard code it in, but instead base it off the checkbox's text value.

 

The dropdown's Items are populated dynamically from a simple If function to determine if the Checkbox is checked or not.
If the checkbox is checked, it will return a filtered version of the collection, only returning records where the Status is equal to that Checkbox control's Text property.
If the Checkbox is not checked, it will just return the whole collection. 

 

Check if this helps as well @da1ve  just in case.

 

For more information on the Check Box Control, check out:

 

Check box control in Power Apps - docs.microsoft.com

Key properties

Default – The initial value of a control before it is changed by the user.
Text – Text that appears on a control or that the user types into a control.
Value – The value of an input control.

 

poweractivate
Super User
Super User

@da1ve 

 

I realize that in my initial post of my more detailed solution that allows for 1, 2, 3 or even more than 3 checkboxes, it might be helpful if having none of the checkboxes checked, would populate the dropdown with all items to choose from, instead of showing no items at all to choose form.

 

In my initial post, I notice that when no checkbox is checked, the dropdown contains no items to choose from. It would be more ideal if instead, the dropdown had all the items to choose from when no checkboxes are checked.

 

See here for details on my improved version app18b.msapp which now shows all items when no checkbox is checked:

 

@da1ve 

 

Working Example

 

checkboxDropdown_72122_7_app18b.gif

 

Notice in this version, when no checkboxes are checked, all the items are shown.

 

 

Notice it supports to add any arbitrary number of checkboxes with any arbitrary checkbox labels of your choice to target the client status on.

 

More detail:

 

Screen1 OnVisible:

 

poweractivate_0-1658471946886.png

 

ClearCollect(
    CollectionClients
    ,{'Customer Name':"Ingram Micro",'Client ID':1,Status:"cancelled"},{'Customer Name':"Microsoft",'Client ID':2,Status:"cancelled"}
    ,{'Customer Name':"Company 3"   ,'Client ID':3,Status:"active"}   ,{'Customer Name':"Company 4",'Client ID':4,Status:"active"}
    ,{'Customer Name':"Company 5"   ,'Client ID':5,Status:"pending"} 
    );
    ClearCollect(CollectionCheckboxes,[ CheckboxActive, CheckboxCancelled, CheckboxPending ]);
    Select(Dropdown1);

 

 

 

 

 

 

Here there is a slight difference from my first version: Select(Dropdown1) is added as the last line in this formula Screen1, so that the Dropdown1 is triggered for Screen1 OnVisible even if no checkboxes are checked, otherwise no items might show on it when the screen is first shown as the collection that this dropdown uses  might be initially empty.

(by the way, the Items property for this dropdown should contain this formula):

 

MergedClientCollection

 

----

 

For this example, suppose three checkboxes with three states active, pending, cancelled.

 

Add the three checkboxes to Screen1

 

The Text property for each checkbox is important and is actually used in this solution.

Make sure the Text property for each checkbox matches the 'Status' in the collection you want to filter on when it is checked.

 

In this particular example, I have added these Checkbox controls to Screen1:

 

  1. A Checkbox called CheckboxPending      with Text property of "pending"
  2. A Checkbox called CheckboxCancelled    with Text property of "cancelled"
  3. A Checkbox called CheckboxActive         with Text property of "active"

 

For each additional Checkbox control you want to add, just add it in CollectionCheckboxes and it should work.

 

For the explanation of the setup of this example, and in the attached working example app, only these three checkboxes will be used.

 

Add a dropdown control, let's say it's called Dropdown1

 

In Dropdown1, OnSelect property put this formula:

 

Clear( MergedClientCollection );

ClearCollect(tempIteratorColl
            ,ForAll(
                    CollectionCheckboxes As ThisCheckBox 
                    ,If(
                        ThisCheckBox.Value.Value = true
                        ,{atLeastOneCheckboxIsChecked:true}
                        ,Blank()
                    )
            )
);

//Generate a collection of clients filtered by status per checkbox
//If no checkbox is checked, just simply use the whole collection
If(
    IsEmpty(tempIteratorColl)
    ,//If all checkboxes are unchecked, just use the whole collection
    ClearCollect
    (
       MergedClientCollection
       ,CollectionClients
    )
    ,//if at least one checkbox is checked, filter the collection by the checkbox status of the checked checkboxes
    ClearCollect
     (
            ClientCollectionsToMerge
            ,ForAll(
                CollectionCheckboxes As ThisCheckbox
                ,ForAll(
                    CollectionClients As ThisClient
                    ,If(
                        ThisCheckbox.Value.Value = true  &&  ThisClient.Status = ThisCheckbox.Value.Text
                        ,ThisClient
                        ,Blank()
                    )
                )
            )
    
     );
     //Merge the multiple Client Collections
     ForAll(
            ClientCollectionsToMerge
            ,Collect(MergedClientCollection,ThisRecord.Value)
     );
    
 
);

 

This formula has some significant difference from the first post.

In order to know that no checkboxes are checked, we'll need to have additional statements in the Formula to do this, and an If Function that ultimately checks whether it should simply use the whole collection, or go ahead and filter by the checkboxes.

 

 

For information on Functions and operators used in this Formula check out reference guides for:

 

For each Checkbox control's OnSelect property use this formula:

 

 

Select(Dropdown1)

 

 

This will cause clicking any checkbox to trigger the OnSelect of Dropdown1, so the values update when checkbox is changed and the update shows up more quickly (rather than only when the dropdown in selected). Without doing this, Dropdown1 will only update when it is selected, and will not update immediately on the checkbox changing.

 

You should use this formula on the OnSelect property of any additional checkboxes you add, and in addition to this, be sure to add the name of any additional Checkbox controls you add, to the ClearCollect CollectionCheckboxes part of the OnVisible of Screen1 for it to work, for example, suppose you want a fourth checkbox called YourAdditionalCheckBoxControlHere, then you should make sure to change the ClearCollect CollectionCheckboxes part of the OnVisible of Screen1 to something like:

 

ClearCollect(
    CollectionCheckboxes
    ,[ CheckboxActive, CheckboxCancelled, CheckboxPending, YourAdditionalCheckBoxControlHere ]
);

 

In this example, only the three checkboxes are used.

 

Finally, make sure that in the Items property of Dropdown1, that you have this formula:

 

MergedClientCollection

 

poweractivate_2-1658472880692.png

 

Now try the app. You can also ALT + Click in Power Apps Studio directly on the dropdown and the checkboxes to live-preview the functionality. 

 

If the ALT + Click to live-preview the functionality in the app while editing it, is not working, try this:

Add a blank screen to the app Screen2. Toggle from Screen2 to Screen1 to trigger Screen1 OnVisible and generate the Collection so you can see the values in the dropdown in the app even while editing it. Now try alt-clicking again on the checkboxes and the dropdown menu itself in Screen1 - client names should be showing in the dropdown now based on what checkboxes are checked and unchecked.

 

Check if it helps @da1ve .

You may also check below for a working .msapp file you can import into Power Apps studio and see the results for yourselves in case you prefer to follow along with a completed solution imported in first to check the formulas and setup.

 

--------------

Working Sample msapp

 

have also attached a working sample msapp file app18b.msapp if you would like to import a full, working example yourself for your convenience.

 

To use the sample msapp attached, follow these steps:

 

1) Download the msapp file attached to this post, to Desktop or a folder of your choice, by clicking on it from this post.

2) Create a new, blank Power App Canvas App

3) Go to File -> Open -> Browse

poweractivate_0-1658463293858.png

 

 

4) Navigate to location of .msapp file from Step 1, select it, and press the "Open" button.

5) The working example msapp file should load

6) You can try the full working example and also check the working formulas and setup as well in the app.

 

Check if it helps @da1ve 

 

 

P.S.

The order of the checkboxes matter on this part in Screen1 OnVisible:

 

ClearCollect(CollectionCheckboxes,[ CheckboxActive, CheckboxCancelled, CheckboxPending ]);

 

 If you change the order around of the checkboxes in this Collection, different groups of statuses might show above the others on the dropdown.

 

For example, if you were to change the formula to something like this:

 

ClearCollect(CollectionCheckboxes,[ CheckboxCancelled, CheckboxActive, CheckboxPending ]);

 

CheckboxCancelled is placed first, when CheckboxCancelled is checked, the cancelled items will show as the first items in the dropdown before all others, no matter which other items are checked.

 

checkboxDropdown_72122_8_app18b_cancelledfirst.gif

 

In case you find this useful, make a note of this as well.

 

 

Hi @poweractivate ,

 

Thank you so much for all this effort. As you stated, my scenario should display all entries in the collection and then filtered once a checkbox has been activated. I tried one of your examples:

If(
    CheckboxActive.Value = true
    ,Filter(
        CollectionClients
        ,Status=CheckboxActive.Text
    )
    ,CollectionClients
)

and this is working exactly as i intended - thank you again for taking the time to help me out with this

 

David

 

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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. Our team will be reviewing posts using the new "Copilot" label to ensure we highlight and amplify the most relevant and recent content, so you're assured of high-quality content every time you visit. If you share a post that gets featured in the curated gallery, you'll get a PM in the Community to let you know!The curated gallery is ready for you to experience now, so visit the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community. We can't wait to see what you "cook" up!      

Tuesday Tips: Getting Started in the Community

TUESDAY TIPS is back!   This weekly series of posts is our way of sharing 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! The original run of Tuesday Tips was a highlight of last year, and these all-new Tips will hopefully prove to be just as informative as helpful. We will cover some basics about the Community, a few "insider tips" to make your experience even better, and sharing best practices gleaned from our most active community members and Super Users. Make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   THIS WEEK: I'm Brand New! What Do I Do? The number of new community members we have each week is pretty amazing, and we are so glad to welcome all of you to the Community! You may be wondering. "What do I do? Where do I get started? Will anyone be willing to help me? What I have a question? Help!"   Let's start with this: Welcome to the low-code revolution, and more importantly, welcome to the Power Platform Community! This is a great place to start. Whether you're busy with Power Apps, getting familiar with Power Automate, engaging Copilot Studio, or building in Power Pages, there are a few key places you should check out as you begin your journey: FORUMS: The forums are THE place to ask questions, look at questions asked by other Community members—and see answers and solutions from our Super Users and other helpful people in the Community. Power Apps ForumsPower Automate ForumsCopilot Studio ForumsPower Pages Forums   NEWS & ANNOUNCEMENTS: Our News & Announcements section highlights the newest and greatest updates in the Community, news from the product team, and so much more. It’s updated a few times each week and will also help you find ways to connect with what’s going on in the ever-growing world of Power Platform. Power Apps News & AnnouncementsPower Automate News & AnnouncementsCopilot Studio News & AnnouncementsPower Pages News & Announcements   GALLERIES: The Galleries section of the Community features tons of tips and tricks, features and benefits, and more—through videos created by our Super Users, product teams, and other helpful members of the Community. Power Apps GalleriesPower Automate Galleries Copilot Studio GalleriesPower Pages Galleries BLOGS: The community blogs section is full of handy step-by-step tips from members of the Community—and some of them include detailed answers to some of the questions most frequently asked questions, as well as how they solved a problem they faced. Power Apps Community BlogPower Automate Community BlogCopilot Studio Community BlogPower Pages Community Blog POWER UP PROGRAM: If you’d like to really take a huge step forward in your journey, we recommend checking out the Power Up Program, a Microsoft-sponsored initiative that trains new Power Platform users and has been a huge success since it launched a little over a year ago. There’s a waiting list, so definitely apply soon if you’re interested! Find out more here: Microsoft Power Up Program for career switchers.   There's so much more you'll discover in your Power Platform experience, and this Community is here for YOU! We are glad you've discovered us and can't wait to see where you grow! If you're new to the Community and just getting started, make sure to give this post a kudo and introduce yourself so we can welcome you!

Super User of the Month | Drew Poggemann

As part of a new monthly feature in the Community, we are excited to share that Drew Poggemann is our featured Super User for the month of February 2024. If you've been in the Community for a while, we're sure Drew's name is familiar to you, as he is one of our most active contributors--he's been a Super User for five consecutive seasons!   Since authoring his first reply 5 years ago to his 514th solution authored, Drew has helped countless Community members with his insights and expertise. In addition to being a Super User, Drew is also a User Group leader and a Microsoft MVP. His contributions to our Super User sessions and to the new SUIT program are always welcome--as well as his sense of humor and fun-loving way of sharing what he knows with others.   When Drew is not solving problems and authoring solutions, he's busy overseeing the Solution Architecture team at HBS, specializing in application architecture and business solution strategy--something he's been doing for over 30 years. We are grateful for Drew and the amazing way he has used his talent and skills to help so many others in the Community. If you are part of the SUIT program, you got to hear some great tips from Drew at the first SUIT session--and we know he still has much more to share!You can find him in the Community and on LinkedIn. Thank you for all you do, Drew!

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly New User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

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