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How to get combobox to show all the results from SP list

Hello,

 

I need help with a combo box that i am using on my PowerApp where when i search is not showing all of the results from my datasource which is a SharePoint list. The list does have more than 2000 items. I am currently using this formula. 

Sort(Distinct(Project, Address),Result), but when i do a search its not showing up all of the records. How can i fix this?

 

Thank you

1 ACCEPTED SOLUTION

Accepted Solutions
v-xida-msft
Community Support
Community Support

Hi @patty789 ,

According to the issue that you mentioned, I think this issue may be related to Delegation limit. Currently, the Distinct function is not delegated in SharePoint connector, so the Distinct function could only process first 2000 records locally at most.

 

In addition, SharePoint only supports the equal ('=') operation for delegation on an ID field, so the "ID >= varID" formula could not be delegated in your Filter function.

More details about the Delegation in PowerApps, please check the following article:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview

 

As an alternative solution, you could consider bulk-load your SP List records into a collection in your canvas app. Then use the collection as data source in your canvas app. Then you could modify your formula as below:

Sort(Distinct(CollectionTable, Address),Result)

 

More details about loading more than 2000 items from SP List into canvas app, please check the following article or video resource:

https://www.youtube.com/watch?v=2M0zCyu__20

https://powerusers.microsoft.com/t5/Building-Power-Apps/Loading-60-000-SharePoint-List-Items/m-p/448...

 

In addition, as direct solution, I think the combination of Power Automate flow could achieve your needs. The flow's configuration as below:

11.JPG

 

12.JPG

 

13.JPG

Within the "Get Items" action, change the "Settings" option for it. Within the Pagination part, turn on the "Pagination" option, then set the Threshold value to a proper value. e.g. If there are 3000 records in your SP list, you could set the Threshold value to 5000. The max value of the Threshold value is 100000.

Within the "Response" action, set the Response Body JSON Schema field to following:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Country": {
                "type": "string"
            }
        },
        "required": [
            "Country"
        ]
    }
}

On your side, you should type the following:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Address": {
                "type": "string"
            }
        },
        "required": [
            "Address"
        ]
    }
}

 

Within your canvas app, create a connection to your above flow. Then bind the flow action in the OnStart property of App. Please set the OnStart property of the App to following:

ClearCollect(
              AddressCollection, 
              'Flow Name'.Run()
)

14.JPG

After that, you could modify your Distinct formula as below:

Sort(Distinct(AddressCollection, Address),Result)

then re-load your canvas app (fire the OnStart property of App), check if the issue is solved.

 

More details about fire a flow from a canvas app, please check the following video:

https://www.youtube.com/watch?v=1wl9AtxWdkg

 

Best regards, 

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

8 REPLIES 8
KrishnaV
Community Champion
Community Champion

Hi @patty789 ,

 

If I am right you are trying to perform a distinct and sort on a multiline text column. unfortunately Distinct is not a delegable function. See the below article explaining what are the delegable functions on a SharePoint List.
https://powerapps.microsoft.com/en-us/blog/sharepoint-delegation-improvements/

Having said that it will not work for you. The solution for this issue is move all the list data to a collection on App OnStart event as below:

ClearCollect(collListData,Projects) // This will create the collection with 2000 records 

Note: I am assuming that you changed the app item limit to 2000

Now we need to load all the remaining data to the collection as below:

If(
   CountRows(colTemp) = 2000,
   Set(
      vID,
      Max(collListData,ID)  //My Shadow field
   );
   Collect(
      colTemp,
      Filter(
         MySPList,
         ID>vID
      )
   )
);
If(
   CountRows(colTemp) = 4000,
   Set(
      vID,
      Max(colTemp,ID)
   );
   Collect(
      colTemp,
      Filter(
         MySPList,
         ID>vID
      )
   )
);

This way we will have to load all the data to a collection and then use the collection in your filter.

Note: The collection will hold any number of data and the operations are very very fast.


I hope this resolved your issue if you see any challenge/need further help please let me know I am always happy to do it for my community.

Regards,
Krishna
If this post helps you give a 👍 and if it solved your issue consider Accept it as the solution to help the other members find it more.

 



I hope this resolved your issue if you see any challenge/need further help please let me know I am always happy to do it for my community.

Regards,
KrishnaV
Business Applications MVP, Microsoft Certified Trainer
Twitter | Linkedin | YouTube | GitHub
If this post helps you give a THUMS-UP and if it solved your issue consider Accept it as the solution to help the other members / new members of the community.

There is another way,  but a bit clunky.  If the items in your SP List are unique,  good start.  I recently had 7800 unique items that the client wanted to have a combo search box on

 

I exported the to an excel sheet,  then imported this sheet into powerapps as a datasource.  This now allowed me to use that datasource for my list.  As it is built in there are no delegation issues.  The only real issue is you cannot add or update and need to do an import if this is required gain.  In my case it is not likely to change for some time

Hi @patty789 ,

 

I totally agree with @leyburn19 but in this approach, data must be static this will not work for dynamic data (as he mentioned at the end of the reply). 
So, I have given my proposal considering your data is dynamic.

 

I hope this resolved your issue if you see any challenge/need further help please let me know I am always happy to do it for my community.

Regards,
Krishna
If this post helps you give a 👍 and if it solved your issue consider Accept it as the solution to help the other members find it more.

 



I hope this resolved your issue if you see any challenge/need further help please let me know I am always happy to do it for my community.

Regards,
KrishnaV
Business Applications MVP, Microsoft Certified Trainer
Twitter | Linkedin | YouTube | GitHub
If this post helps you give a THUMS-UP and if it solved your issue consider Accept it as the solution to help the other members / new members of the community.

v-xida-msft
Community Support
Community Support

Hi @patty789 ,

According to the issue that you mentioned, I think this issue may be related to Delegation limit. Currently, the Distinct function is not delegated in SharePoint connector, so the Distinct function could only process first 2000 records locally at most.

 

In addition, SharePoint only supports the equal ('=') operation for delegation on an ID field, so the "ID >= varID" formula could not be delegated in your Filter function.

More details about the Delegation in PowerApps, please check the following article:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview

 

As an alternative solution, you could consider bulk-load your SP List records into a collection in your canvas app. Then use the collection as data source in your canvas app. Then you could modify your formula as below:

Sort(Distinct(CollectionTable, Address),Result)

 

More details about loading more than 2000 items from SP List into canvas app, please check the following article or video resource:

https://www.youtube.com/watch?v=2M0zCyu__20

https://powerusers.microsoft.com/t5/Building-Power-Apps/Loading-60-000-SharePoint-List-Items/m-p/448...

 

In addition, as direct solution, I think the combination of Power Automate flow could achieve your needs. The flow's configuration as below:

11.JPG

 

12.JPG

 

13.JPG

Within the "Get Items" action, change the "Settings" option for it. Within the Pagination part, turn on the "Pagination" option, then set the Threshold value to a proper value. e.g. If there are 3000 records in your SP list, you could set the Threshold value to 5000. The max value of the Threshold value is 100000.

Within the "Response" action, set the Response Body JSON Schema field to following:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Country": {
                "type": "string"
            }
        },
        "required": [
            "Country"
        ]
    }
}

On your side, you should type the following:

{
    "type": "array",
    "items": {
        "type": "object",
        "properties": {
            "Address": {
                "type": "string"
            }
        },
        "required": [
            "Address"
        ]
    }
}

 

Within your canvas app, create a connection to your above flow. Then bind the flow action in the OnStart property of App. Please set the OnStart property of the App to following:

ClearCollect(
              AddressCollection, 
              'Flow Name'.Run()
)

14.JPG

After that, you could modify your Distinct formula as below:

Sort(Distinct(AddressCollection, Address),Result)

then re-load your canvas app (fire the OnStart property of App), check if the issue is solved.

 

More details about fire a flow from a canvas app, please check the following video:

https://www.youtube.com/watch?v=1wl9AtxWdkg

 

Best regards, 

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

how can i generate the Shema Json?

@Ulises0502  On this solution you create the JSON schema by typing the column/columns names. That is what i did. 

{
"type": "array",
"items": {
"type": "object",
"properties": {
"Address": {
"type": "string"
}
},
"required": [
"Address"
]
}
}

When did the threshold go over 5000?

Follow this structure and from here place the field names declaring the data type.
Thank you very much.


{
"type": "array",
"items": {
"type": "object",
"properties": {

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