Showing results for 
Search instead for 
Did you mean: 
Frequent Visitor

SPO PowerApps Forms Users from custom list

Hi guys, PowerApps newbie here trying to replicate an InfoPath form with SPO and a custom form in PowerApps but not sure how to do it. I have a form with dropdowns on it from which to pick users. These users will have an email sent to them using Flow when the form is submitted. I would prefer not to use a Person or Group lookup as I don't want the user to search all users in SharePoint. Instead I want to use a second custom list in SharePoint which has had users added to it that are required by the form and on the form just have a dropdown showing all users in this list.


[UserList] (list of users)

-Name (type person or group lookup)


[FormList] (will store data for form)

-Manager1 (want this to be a dropdown of Name in UserList)

-Manager2 (want this to be a dropdown of Name in UserList)

-Other fields etc


When form is save I need to use the email address of Manager1 and Manager2 to send emails to them for approval or updates. I'm not sure how this should be save to use the email address later or if it's even possible.


Seems pretty simple but a lookup in SharePoint on FormList won't let me see the field containing the name of the user in UserList and neither does PowerApps if I add a second data connector and point it at the UserList.


Hopefully this makes sense. Can someone please point me to resources which may assist or if not possinle explain why not? 




Community Champion
Community Champion

Hi @ScottSF 


User List will contain list of users (person field)


In your main list, make Manager 1 and Manager 2 as text fields

In the PoweApps form, unlock your data cards for text fields 

delete the text field and add a dropdown control (the drop down control Items property will show data from your Users list)


Here is an example



Reza Dorrani


If this post helps, then please consider Accept it as the solution to help the other members find it more quickly

Hi @RezaDorrani , Thanks for the assistance. 


UserList contains 2 fields:

Title (hidden)

Manager (Person or Group)



Title (hidden)

Manager1 (Single line of text)


From SharePoint I've gone to the list and selected "PowerApps" > "Customize forms" to open the PowerApps builder. All fields in the FormList are added to the form. I unlock Manager1 card and delete the text box. Add a dropdown control to the card. On the Properties tab of the dropdown, I select the UserList as the data source under Items however, the Value dropdown does not show the Employee field which contains the User to be selected. I only see Attachments, Comments, Compliance Asset Id ... ID, Identifier etc


So the form won't let me select the name of the Manager, only the ID of the User from the UserList. 


What am I missing? I've searched the web for this last night and couldn't find an answer either. 

Hi @ScottSF ,

Do you add a Person type column (called "Manager") in your User List to store the manager info?

Do you want to reference the Manager column values from your User List within your Manager1 Dropdown box?


I have made a test on my side, please take a try with the following workaround:10.JPG


Set the Items property of the Dropdown box (Dropdown1) to following:

Distinct('20190730_case11', Manager.DisplayName)

On your side, you should set the Items property of the Dropdown box to following:

Distinct('UserList', Manager.DisplayName)

Then set the Update property of the Manager1 data card in your Edit form to following:


In addition, if you want to send approval email to the manager email when user submit an item in your FormList, I think the MS Flow (Microsoft Flow) could achieve your needs.

I have made a test on my side, please take a try with the following workaround:11.JPG




Please take a try with above solution, check if the issue is solved.


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.

@v-xida-msft Hi Kris Dai, thanks for your help with this.


I ended up using your suggestion with Distinct(UserList, Manager.DisplayName) to populate the dropdown which worked. I also changed the dropdown to a combobox so I can search results and select from the dropdown however I think this leads to my next problem which is the selected user is not being saved to the FormList in SharePoint. I've updated the datacard containing the combobox so that the update field is:


DataCard Update value:



Any ideas? (Sorry to move the goal posts on you and change to a combo)

Hi @ScottSF ,

If you use a Single line text column to store the selected user, please modify your formula within the Update property of the Data card to following:

'Manager_ComboBox'.Selected.Value             /* <-- Please do not miss .Value. The 'Manager_ComboBox'.Selected would retuen a record value rather than Text value  */

Ifyou use a Choice type column to store the selected user, please modify your formula within the Update property of the Data card to following:

Value: 'Manager_ComboBox'.Selected.Value 


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.

Hi Kris, 


This is not working for me. The display name of the selected user is not saving if I use a single text field nor if I try and save the combo box value. I've tried 2 other tests with text boxes and dropdowns to capture the "manager".


Is it possible to save the selected user data into a person/group field? If so, how? I've seen posts referring to Patch. Perhaps this is an alternative. 


I get an error trying to use a combobox and the update option you provided:

Update field on DataCard using ComboBox (test 2)Update field on DataCard using ComboBox (test 2)

Here's a test form where I try and update the value of a DROPDOWN 

Test Form Dropdown Items (test 3)Test Form Dropdown Items (test 3)

Maybe I can't update a dropdown which gets it's "Items" from another list? 

Test form DataCard (test 3)Test form DataCard (test 3)

Here's my basic list for Form:

Test Form List (test 3)Test Form List (test 3)

And User:Test User List (test 3)Test User List (test 3)

It can't be this hard. Ideally I want a Person looked up from a list in SPO (so users can add to it) used on a form so users can only select those Persons in the list and then saved as a Person in a Person/Group field in the Form list. My concern with using the display name in a single line text field is that if the display name changes the form will potentially not be correct. But that's of no consequence yet since I can't even get the basics working. 


I did manage to get a display name saving to a text box in testing but I had a data card with two object in it (1 combobox and one textbox and when I saved the text box updated but when the combo changed and was saved again the text box concatenated.


Do you have any further suggestions for me? 

Hi @ScottSF ,

Do you want to save the Dropdown selected value into a Person type column in your Form List?


If you want to save the Dropdown selected value into a Person type column in your Form List, please set the Update property of the ManagerPerson Data card in your SharePointForm1 to following:

       Claims: "i:0#.f|membership|" & Lower(LookUp(Office365Users.SearchUser(), DisplayName = Dropdown1.Selected.Result).Mail),
       DisplayName: Dropdown1.Selected.Result,
       Email: LookUp(Office365Users.SearchUser(), DisplayName = Dropdown1.Selected.Result).Mail, 
       Department: "", 
       JobTitle: "", 
       Picture: ""

Note: You need to add Office 365 Users connector as data source within your app firstly.


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.

@v-xida-msft This still didn't work for me and i can't remember precisely what was going wrong. I think I was getting an error when trying to save the form and saving the manager seemed to work sometimes but mostly not, with error. The red error would come up in the top right corner but only for a split second and I couldn't read or screenshot it.


I ended up getting most of what I wanted with the help of a colleague using dropdown controls and a second column in the User list as a lookup. I'll post a detailed summary of what we did in a few days for others if that would be of value to others? 

Helpful resources


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   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 (2,249)