Setting Form Item value when your form trigger is from a different data source

[mgm05e]

Hello,

I have a 2 screen app where each screen has a different data source. The first screen is just a gallery and the second screen is a form. I want the item value of the form to be gallery.selected which is from source1 and the datasource of the form to source2 (both are sharepoint lists). I tried setting the onselect of the gallery to set(varCurrentRecord, thisitem) and the form item to varCurrentRecord, but that did not work. 

[RandyHayes]

@mgm05e 

What is the relationship (in terms of a record) from the gallery datasource and the form datasource?

[mgm05e]

@RandyHayes 

Gallery 1 is choices(source1.column) and source2 uses that column as a unique id for the record.

So, gallery1.selected = the id for source2

[RandyHayes]

@mgm05e 

Well...not so much.  Gallery1.Selected is a record.  Based on your Items property of your Gallery1 it is going to be a record with a Value column at the least.

First question, is source1.column as Choice column or a lookup column?

If it is a lookup column, then at least it will have an ID.  But, need to know what kind of column that is to start with.

[mgm05e]

@RandyHayes 

It is currently a choice column. I followed the below video for the most part. The reason I made it a choice field mainly was because there can be around 50 unique actions under 1 column1 value, so I wanted to avoid typos preventing the filtering from working properly.  If there is a better way to filtering like in a nested gallery where I am able to group by 2 columns and also open a forum off of this data source to edit another, I have no issues changing my approach. The reason for separate data sources is certain user groups will only be able to see or edit certain items. While I know I can control that from the powerapp using filtering etc, I still need to make sure there is 0 chance of a user from the wrong group finding there way into the sharepoint list with a link.

https://www.youtube.com/watch?v=57ADxeo_13k

[RandyHayes]

@mgm05e 

Well, I'll kind of start from your last point - "0 chance of a user from the wrong group finding there way into the sharepoint list with a link."  This is going to be an issue from your app perspective.  The app user is going to need access to the lists at least at a read only level.  So, there is always a chance that someone can get to those lists.

If you want to address permission and security to records, then you need to look at that from a difference perspective.  That of record level permissions - which requires the aid of PowerAutomate to accomplish.

Next, that video is addressing a VERY specific scenario.  It is not a common one for all purposes.  It is only in the scenario where you have a choice column that you want to group data by.  

It sounds like you might be close to that, but you stated you only used this for the purpose of avoiding typos.  That is all fine, but how does that translate into how you are displaying records in your Gallery?  

Now, in relation to the Choices...when you do get the choices in your app, they will be all of the values of the 50 unique actions you mention.  These will not be unique identifiers for records.  In fact, quite the opposite, they are broad choices that may represent many records where the choice is selected.

So...I guess to really understand your scenario, can you explain how you are displaying data in the gallery and why choices as the display (beyond the video suggestion)?  And, are you using a sub/nested gallery to actually get to the records that match that choice?

I'm just not clear on the stage between your Choices list and the real records in your case.

And, perhaps based on what I mentioned about permissions...this might all be a moot point anyway.

[mgm05e]

@RandyHayes 

Thanks for the idea. I have gone ahead and added record level permissions, but I am running into issues with filtering still.

You are correct that they are not unique IDs. They are more like categories. I need them as choices in the data entry phase to limit options, but they can be anything in the galleries. See below for my attempt at a visualization of what I am going for.

Sharepoint List

Category 1	Category 2	Value 1	Value 2
XYZ	ABC	1	5
XYZ	DEF	2	6
XYZ	DEF	3	7
TUV	ABC	4	8

Category 1 = the first level of grouping which would be the top level of the gallery. 

Category 2 = the second level under Category 1. Uses Thisitem.selected as a visible property so that only the Category 1 of choice is expanded. This would also need to be sortable by a dropdown (so if the dropdown.selected.value="DEF", I should not see any ABC rows.

XYZ

ABC	1	5
DEF	2	6
DEF	3	7

TUV

ABC

4

8

I currently have it the way I want it except for the fact that I cannot get the Gallery2 Items to sort by both Category 1 and Category 2. For the Gallery 2 Items I have:

Filter(
'DataSource,
ThisItem.Category1 = 'Category1'.Value && (IsBlank(Dropdown1) || Dropdown1.Selected.Value = Category2.Value)
)

The results of this always gives me a single value for Category 2 as I would want, but if I switch the drop down to another value, it returns nothing (even though there are records that use the values of all the dropdown options).

Anyway I can achieve this is fine, I just have not been able to find anything that gets me as close to the desired state as the above.

[mgm05e]

@RandyHayes 

Thanks for the idea. I have gone ahead and added record level permissions, but I am running into issues with filtering still.

You are correct that they are not unique IDs. They are more like categories. I need them as choices in the data entry phase to limit options, but they can be anything in the galleries. See below for my attempt at a visualization of what I am going for.

Sharepoint List

Category 1	Category 2	Value 1	Value 2
XYZ	ABC	1	5
XYZ	DEF	2	6
XYZ	DEF	3	7
TUV	ABC	4	8

Category 1 = the first level of grouping which would be the top level of the gallery. 

Category 2 = the second level under Category 1. Uses Thisitem.selected as a visible property so that only the Category 1 of choice is expanded. This would also need to be sortable by a dropdown (so if the dropdown.selected.value="DEF", I should not see any ABC rows.

PowerApp Desired State

XYZ

ABC	1	5
DEF	2	6
DEF	3	7

TUV

ABC

4

8

I currently have it the way I want it except for the fact that I cannot get the Gallery2 Items to sort by both Category 1 and Category 2. For the Gallery 2 Items I have:

Filter(
'DataSource,
ThisItem.Category1 = 'Category1'.Value && (IsBlank(Dropdown1) || Dropdown1.Selected.Value = Category2.Value)
)

The results of this always gives me a single value for Category 2 as I would want, but if I switch the drop down to another value, it returns nothing (even though there are records that use the values of all the dropdown options).

Anyway I can achieve this is fine, I just have not been able to find anything that gets me as close to the desired state as the above.