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ShriramP
Advocate II
Advocate II

SharePoint Content Types in PowerApps Form - A Workaround!

Microsoft has not yet provided support to handle SharePoint List Content Types through Power Apps. There is still one idea "under review" to Microsoft.

 

SharePoint Modern OOB List form already supports handling of multiple Content Type forms. But if we want to have Customized view of the SharePoint form then Power Apps doesn't support it yet. And though InfoPath support's it in SharePoint Online, this product is approaching end of its lifecycle.

 

So, to make it working in Power Apps (similar like SharePoint Modern OOB List Form), here is a custom workaround.

 

Please follow the steps one by one as mentioned below. Please note, these steps expect you to have intermediate level of expertise in Power Apps and Modern SharePoint Online.


SharePoint Modern List Configuration

 

- Create modern list named "test" in any of your test site collection.
- In List Advanced Settings, Allow management of content types.
- Add one more existing content type as "Comment" to the List (along with default Item content type)
- Assign default value “hello” to OOB Title column
- Add non-mandatory single text column "CustomContentType" for storing Content Type value (add to all content types, add to default view).
- Add 3 (non-mandatory) single text columns TestColumn1, TestColumn2, TestColumn3 (add to all content types, add to default view).


(The reason that we need to have all columns as non-mandatory columns in SharePoint is that OOB SharePoint save action will not be execute if other Content Type Power Apps forms have mandatory columns. Instead we can make needed fields as mandatory in Power Apps)

- These 4 new columns will be visible in both "Item" and "Comment" List content type
- Remove "TestColumn2" and "TestColumn3" column from Item List Content Type
- Remove "TestColumn1" column from Comment List Content Type

 

1.jpg
- Open the OOB List new form (of Item Content Type) and Customize the form in Power Apps


2.jpg


Power Apps Configuration

 

Configuring Screens:
- Now in Power Apps, Create Duplicate Screen of default screen. Duplicate screen form will have same data source.
- Rename the Screens to "ContentTypeSPScreen1" and "ContentTypeSPScreen2" respectively.
- Set formula on "ContentTypeSPScreen1" screen OnVisible property
Set(varScreenVisible, "1");

- Set formula on "ContentTypeSPScreen2" screen OnVisible property
Set(varScreenVisible, "2");

 

Configuring Forms:

- Rename the Forms to "ContentTypeSPForm1" and "ContentTypeSPForm2" respectively
- Set both forms default mode as "New"
- In Forms, Add needed fields of respective OOB content type onto the form:
- Add Title, TestColumn1 and CustomContentType in Item Form "ContentTypeSPForm1"
- Add Title, TestColumn2, TestColumn3 and CustomContentType in Comment Form "ContentTypeSPForm2"
- In "ContentTypeSPForm2" form, make “TestColumn2” as mandatory by Setting "TestColumn2" field "Required" property as true.


3.jpg

- In CustomContentType field in "ContentTypeSPForm1" form, Set "Update" value as "ddCT1.Selected.CTValue" and Visible as "false".
- In CustomContentType field in "ContentTypeSPForm2" form, Set "Update" value as "ddCT2.Selected.CTValue" and Visible as "false".

Configuring App OnStart event:
- In App "OnStart" event add this code


Collect( ContentTypeList,

{

CTId: 1,

CTValue: "Item"

},

{

CTId: 2,

CTValue: "Comment"

}

); Set (varScreenVisible, "1"); Navigate(ContentTypeSPScreen1,ScreenTransition.Fade);


Configuring dropdown control in "ContentTypeSPScreen1" screen:

- Add new label lblCT1 and dropdown ddCT1 controls to screen "ContentTypeSPScreen1".
- Assign dropdown data source as "ContentTypeList" and assign Value as CTValue.
- Set "Item" text to "Default" property of "ddCT1" dropdown control
- Set varResetddCT1 to "Reset" property of "ddCT1" dropdown control
- Apply formula on ddCT1 "onChange" event:
If(ddCT1.Selected.CTId = 2, Set(varResetddCT2,true); Navigate(ContentTypeSPScreen2,ScreenTransition.Fade));

Configuring dropdown control in "ContentTypeSPScreen2" screen:

- Add new label lblCT2 and dropdown ddCT2 controls to screen "ContentTypeSPScreen2".
- Assign dropdown data source as "ContentTypeList" and assign Value as CTValue.
- Set "Comment" text to "Default" property of "ddCT2" dropdown control
- Set varResetddCT2 variable to "Reset" property of "ddCT2" dropdown control
- Apply formula on ddCT2 "onChange" event:
If(ddCT2.Selected.CTId = 1, Set(varResetddCT1,true); Navigate(ContentTypeSPScreen1,ScreenTransition.Fade));

Form controls should look like this:

 

4.jpg

Configuring "SharePointIntegration":

- In SharePointIntegration, Update formula in advanced events carefully as mentioned in screen shot below:

 

5.jpg

Publish Power Apps:

- Save Power Apps and Publish to SharePoint

Test in SharePoint List:

- Now in SharePoint List, you can select any Content Type from OOB New Item dropdown. This doesn't matter as we will select actual content type from our new Custom Power Apps Form.


6.jpg

 


- Now try saving "Item" Content Type form

 

7.jpg

- Also try "Comment" Content Type form


8.jpg

- It should show items in list as below
9.jpg

Note: This example is for "New" form. For Edit form, you can duplicate screens plus forms and make its default mode as "Edit" and then you can apply some custom logic based on "CustomContentType" field to edit particular Content Type form in Power Apps. Also here we considered only 2 content types to give you an idea how it can be done in Power Apps, but you may have multiple content types and logic can be replicated to those in a similar way like mentioned in this article.


Happy Learning, Anywhere! 🙂

32 REPLIES 32

@Rashmi_17 ok. check few things:

are you setting this on screen 2 and 3 as well?

On Screen 2 On Visible Event: Set(varScreenVisible, "2");

On Screen 3 On Visible Event: Set(varScreenVisible, "3");

 

on Screen 2 and 3, dropdown "OnChange" event has correct condition?

 

Is variable varResetddCT2 used in Screen 2 dropdown Reset property? and also same is applied correctly for Screen 3?

 

I would say there might be some small correction required and the dropdown event should work fine.

Hi @ShriramP

I have checked for screen2 and 3 properties, everything is good. The drop down works fine when you select from form1 to form3,  but it is not matching the drop down name when you select from dropdown afterwards.  I will try to re-create the form and see whether it works.

ShriramP
Advocate II
Advocate II

@Rashmi_17 while recreating, please proceed first with 2 forms as mentioned exactly in the article and test whether it works fine.

Rashmi_17
Helper I
Helper I

@ShriramP Yes, will try that. Thank you for your help!

 

Hi @Shriram, I have tried recreating the form for 2 content types, everything is good but the drop down names doesn't match after rigorous selection in dropdown. Any solution for this?

@Rashmi_17 Hi, Thanks for notifying issue regarding dropdown. I was able to fix it. 

 

Here are updates you will need to do. There is new variable introduced varDdlCTDefault

 

Step 1) Update App.OnStart event code:

Collect(
ContentTypeList,
{
CTId: 1,
CTValue: "Item"
},
{
CTId: 2,
CTValue: "Comment"
}
); Set (varScreenVisible, "1"); Set(varDdlCTDefault, "Item"); Navigate(ContentTypeSPScreen1,ScreenTransition.Fade);

 

Step 2) Configuring dropdown control in "ContentTypeSPScreen1" screen:
- Set varDdlCTDefault variable to "Default" property of "ddCT1" dropdown control
- Update formula on ddCT1 "onChange" event:
If(ddCT1.Selected.CTId = 2, Set(varResetddCT2,true); Set(varDdlCTDefault, "Comment"); Navigate(ContentTypeSPScreen2,ScreenTransition.Fade));

 

Step 3) Configuring dropdown control in "ContentTypeSPScreen2" screen:
- Set varDdlCTDefault variable to "Default" property of "ddCT2" dropdown control
- Update formula on ddCT2 "onChange" event:
If(ddCT2.Selected.CTId = 1, Set(varResetddCT1,true); Set(varDdlCTDefault, "Item"); Navigate(ContentTypeSPScreen1,ScreenTransition.Fade));

 

After these updates, save and publish changes to SharePoint from Power Apps.

Open the SharePoint list and refresh (CTRL+F5) few times list view (allitems.aspx) page and new changes should start working.

 

Note: App.OnStart event triggers only once when you open any first list item form. For subsequent form openings of another items, App.OnStart does not trigger. So, the variable (varDdlCTDefault)  state remains from previous item's form selection. If you want, you may reset varDdlCTDefault variable if needed on some SharePoint integration events or Screen events.

 

 

Rashmi_17
Helper I
Helper I

Hi @ShriramP 

Thank you for the solution. It's working good now.

Keep posting amazing content. 

@Rashmi_17 Good to know! 🙂

Anonymous
Not applicable

Hi @Shriram , I am facing Issue in Edit form & View form apart from it is working fine.

Below is the code for edit form.

if(
SharePointIntegration.Selected.'Content type'.Name = "Item",
EditForm(SharePointForm1) && Navigate(ContentTypeSPScreen1),
SharePointIntegration.Selected.'Content type'.Name = "Comment",
EditForm(SharePointForm2) && Navigate(ContentTypeSPScreen2)
);

 

Can you please help me as I have tried all scenarios & unable to fix it. Thanks in advance!

@Anonymous Hi, can you tell me the issue you are facing?

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