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

Summer of Solutions | Week 3 Results | Win free tickets to the Power Platform Conference

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  

Copilot Cookbook Challenge | WINNERS ANNOUNCED | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge random winners have been selected for the Challenge.  Thank you to everyone who participated in this challenge.    Copilot Cookbook Gallery:Power Apps Cookbook Gallery: 1. @swaminawale  1. @renatoromao     2.  @SpongYe  2.   @nickpotts10  *Please note if for any reason a winner declines, we will have another random drawing.   Check out all of the Cookbook Submissions: 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 30WINNERS ANNOUNCED - JULY 8th     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. Early Bird Submissions: @renato 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.  n/a2.   @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     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. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Parul_Yadav_Neo1. n/a2. SpongYe2. n/a3. n/a3. n/a4. n/a4. n/a5. n/a5. n/a   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.   Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. @nickpotts10  1. @ShrushtiShah  2. @Suniti_0020 2. @swaminawale 3. n/a3. @farukhis786 4. n/a4. @ManishSolanki  5. n/a5.  n/a

Important Update for Community Platform Access | READ ONLY July 16-22nd

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!

Tuesday Tip | How to Become a Community Blog Author

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.   This Week's Topic: How to Become a Community Blog Author We want YOU to be part of the community blog! Sharing your knowledge of Power Platform is an essential part of our community! Here's why:   It helps create a vibrant and dynamic community of makers who can learn from each other’s experiences and insights.It provides a platform for collaboration and innovation, where members can share their ideas and work together to develop new solutions.It helps promote Power Platform by showcasing its capabilities and real-world applications.It helps build trust and credibility in the community because you are providing valuable information and resources your fellow community members can use to improve their skills and knowledge. By sharing your knowledge of Power Platform in the community blog, you help us create a more engaged and informed community, better equipped to tackle complex challenges. To get started with blogging across the Power Platform communities, please visit the following links:   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studios: https://powerusers.microsoft.com/t5/Power-Virtual-Agents-Community/bg-p/PVACommunityBlogPower Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for a button like the one below on the right rail of your community blog, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!  

June 2024 Community Newsletter

It's time for the June Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

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 (4,920)