cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
RobinS
New Member

Managed metadata dropdown - display and filter more than first 20 items

Hello everyone,

 

I'm working on a PowerApp for one of my customers and have stumbled upon a weird problem. The PowerApp is connected to a SharePoint list which has a couple of Managed Metadata columns. When adding these fields to the PowerApp form, the possible values are automatically added through the following function for the "Items" property:

 

Choices([LISTNAME].COLUMNNAME)

 

However, when testing my form through the "Preview" function or even the "Published" form in SharePoint, the dropdown only contains the first 20 items from my term set. This term set contains more than these 20 items, and I can only reveal the others when typing in the search box (searching for them).

 

E.g. my dropdown initially contains the following values (visible for end user):

 

- 1.1

- 1.2

- ...

- 1.19

- 1.20

 

It does not display value "1.21", even though it exists in the term set.

 

After typing "1.2" in the dropdown search box, the following values are visible:

 

- 1.2

- 1.20

- 1.21

- ...

- 1.28

- 1.29

 

So the typing (searching) in the dropdown does work correctly. However, the problem lies with the initial (lack of) display of all possible values.

 

Is there an option for me to increase this amount of values that is displayed in the dropdown to e.g. 500 instead of only 20?

 

For another request of my customer, I have to set the default values for these Managed Metadata fields, depending on the value of another field on the form. This works just fine for the first 20 values of the term set, however filtering for e.g. the 25th value of the term set doesn't seem to work.

This next snippet works fine because the element I'm filtering on is part of the first 20 values in the term set:

 

Filter(
   Choices([LISTNAME].COLUMNNAME),
   Label = "1.5"
)

 

This next snippet doesn't work because the element I'm filtering on is not part of the first 20 values in the term set:

 

Filter(
   Choices([LISTNAME].COLUMNNAME),
   Label = "1.25"
)

 

 

Is there an option for me to filter through ALL possible values of the term set, instead of just the first 20 possible values?

 

Any help is greatly appreciated!

 

Kind Regards,

Robin

13 REPLIES 13
pagonza
Community Support
Community Support

Hello @RobinS 

 

Hope this can help you, Have you try to collect first the lookup values on a collection? after that, put that collection on the combo box, is this possible for your business requirement.

 

Best regards, Pablo.

Hello Pablo,

 

I tried using the "ClearCollect" and "Collect" functions, but you need to pass the "Choices" to this function first. It appears that the "Choices" function is limited to a maximum of 20 items.

Am I doing something wrong? If so, could you send me the code that I should use? Do you have any other ideas?

 

Any help is much appreciated!

 

Kind Regards,

Robin

Hi RobinS,

I am having the exact same issue, did you ever find a solution to this?

 

We have a managed metadata column in SharePoint that we are trying to filter on but are having the same issue with only the first 20 results being returned. It would appear this is a limit on the "Choice" function?

 

I hope to hear from you! 🙂

Hello Alan,

 

Unfortunately I wasn't able to find a complete fix for the issue; it appears that indeed the "Choice" function is limited behind the scenes and there's no apparent way to solve this.

 

I used a "dirty fix" work-around for my customer, as the data in his managed metadata column rarely ever changes. Here's a screenshot of the root terms and some of its childterms so you have an idea of the data values:

Screenshot 2020-11-10 123435.png

 

In the "OnStart" function of my "App" in PowerApps, I added the following lines of code (not pretty):

ClearCollect(CRS,[]);

Collect(CRS, FirstN(Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.1"),1));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.1.1"));
Collect(CRS, FirstN(Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2"),1));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.1"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.2"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.3"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.4"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.5"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.2.6"));
Collect(CRS, FirstN(Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.3"),1));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.3.1"));
Collect(CRS, Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "3.3.2"));
Collect(CRS, FirstN(Choices([@Documenten].CR_x0020__x0028_OECD_x0029__x0020__x0028_1_x002d_2_x0029_, "NA"),1));

You can then set the "Default" function of your managed metadata dropdown control to this "CRS" collection.

 

Like I said, it's not pretty, and not at all exhaustive (though I assume you could write some looping mechanism) but it's what solved the issue for this specific customer.

 

Hope it helps in any way, and I also hope Microsoft attends to this issue so that it's increased to at least 5000 items in the near future!

 

Kind Regards,

Robin

I  am having the same issue,  managed metadata does not display more than 20 items. Please let me know if you have found a fix. Your workaround does not work for me.

 

Thanks

CW
Kudo Kingpin
Kudo Kingpin

Wow, yet another MSFT  GOTCHA!! SURPRISE!!!

I was looking for the same answer even though I figured it would be fruitless. Hey at least we have 3D and A.I. plus connections to Trello. That's a good thing since we use THAT everyday.

Does anyone know if there's ANYTHING in the MSFT arsenal that actually does work according to expectation and comes without excuses about timing, data, it's new or or, oh yes, it's COVID's fault.

kmw1130
Post Prodigy
Post Prodigy

This is the most annoying thing.  I've created two term sets, the first one only has 6 items and the second term set is a child of the 1st (Pined to Children option).  I don't understand why my first dropdown with only 6 items is only showing 3.  My items dropdown is filtering on the Term Name, which should show 6 and not 3.  Could it be because the Childs that are associated with them are more than 20?

@RobinS I'm trying your solution, since I can't get anything else to work, but when I set my default for my dropdown it gives an error like it is expecting additional info.

That sucks. Have you tried copying or recreating the parent list and new field to test if it too shows 50%? Just thinking out loud.

Helpful resources

Announcements

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the 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. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   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. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

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 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**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Reminder: To register for the Community Ambassador Call on June 13th

Calling all Super Users & User Group Leaders     Reminder: To register for the Community Ambassador Call on June 13th—for an exclusive event for User Group Leaders and Super Users! This month is packed with exciting updates and activities within our community.   What's Happening: Community Updates: We'll share the latest developments and what's new in our vibrant community.Special Guest Speaker: Get ready for an insightful talk and live demo of Microsoft Copilot Studio templates by our special guest.Regular Updates: Stay informed with our routine updates for User Groups and Super Users.Community Insights: We'll provide general information about ongoing and upcoming community initiatives. Don't Miss Out: Register Now: Choose the session that fits your schedule best.Check your private messages or Super User Forum for registration links. We're excited to connect with you and continue building a stronger community together.   See you at the call!  

Top Solution Authors
Top Kudoed Authors
Users online (4,926)