We have two SharePoint lists on a site, call them List1 and List2. List2 contains a text field containing names of people (Name, but also the Title) and a Boolean field indicating whether they have died (Deceased). List1 has among other fields a Person field with a lookup to Azure AD (Person) and a field that looks up the names of people in List2 (Visited), allowing several to be selected. I wanted to filter out the deceased from the selections available in Visited. I quickly abandoned customising the .aspx files using SharePoint Designer 2013 as instructions on the internet appeared obsolete. It seemed that PowerApps was the right approach, but I have hit several issues. I have had many attempts at getting this to work, and may now have ended up with a corrupt PowerApps environment.
Isssues:
Hence, I am stuck, and am tempted not to put more effort the project as the issue is not so great. It does, however, make me hesitate to recommend SharePoint custom lists (as opposed to other ways of storing data that might me more familiar to end users) and attempting to use PowerApps to manage them.
Any comments?
Solved! Go to Solution.
Ok, I put together a quick POC from your list definitions.
1) Not sure why, but when you originally create the custom form it does indeed only auto populate a couple of fields. But you can easily edit the form and add any other fields you want. Make sure to add any fields from List 1 that were marked as required. See the screenshot below
2) for the choice filter you will need to add a data source for List #2 to the project and then use the following code in the Items property for the dropdown in the datacard. The Choices still point to List1, but are filtered based on the name being in a list of people in List 2 who are not deceased. Your formula may vary slightly if my column names don't match yours exactly. But that is how to do it.
Filter(Choices([@List1].Visited),Value in (Filter(List2,Deceased=false).Name))
Hope that helps. Let me know if you are still having issues.
Hi @NewToPowerApps ,
Firstly, the "out of the box solution" (I am assuming you are referring to the app generated from the wizard) is really only to start you on the PowerApps journey and is a good place to start looking at the properties and the controls to see "what is under the hood".
Connecting to a second data source and then working out what to do with it is another part of the journey. You did not say what your background was, but I came from VBA/SQL/Access and PowerApps was a bit of an adventure of discovery.
Having said that, two years down the track, I would not use anything else - but enough of that and to your issue.
Firstly, PowerApps/SharePoint has a thing called Delegable and non/Delegable queries. Non-Delegable can only retrieve a maximum of 2000 records to PowerApps. I mention this because Boolean values (such as Deceased Yes/No) are non-delegable and cannot be queried on large datasets - you would need a string field such as Deceased/Living.
I am not sure what else I can tell you at your early stage of this path other then good luck.
Having said all that. The custom list form works very well when all you want to do is create a customized data entry form for the existing list. Creating a data entry form that spans multiple lists is a more advanced concept and not easy to do. It will take some work and there is a learning curve involved.
Thank you, @WarrenBelz, for a quick response. I have a varied IT background with VB, C#, various SQL databases, Visual Studio, Access, PHP etc. I have programmed using Visual Studio and NetBeans.
I recognise that the custom form generated by the wizard is only the start, otherwise there would be no point in generating it, but I should expect it to work as generated. I should also expect it to read enough information from the SharePoint list to understand the structure of the list. Neither appears to be the case at the moment with the list I am attempting to work on. I am wondering if I need to recreate List1 and copy the data from the current one.
The datasets are tiny, so Delegable is irrelevant.
It is a pity you can't see further 'under the hood' to see what is going wrong.
Thanks @Pstork1 for a helpful reply. To explain a bit more and to reply:
If you want to keep trying to work on this please provide the following. A screenshot of the column definitions in List 1 and List 2 (List Settings screen)
1) What addditional fields are you trying to add?
2) The attachment didn't come through
3) If you have a lookup column in List #1 that references List #2 you don't need to add an additional data source. Any references that List #1 needs to List #2 will already be embedded in the column definition for List #1. If you want to access values directly in List #2 then you need a different data source. But the Lookup should work without it.
4) What field did you add to get it to save?
If you don't want to pursue this further due to time constraints, I understand.
List 1 column settings:
Column (click to edit) Type Used in
Arrival Time | Single line of text | Item |
Client deceased now? | Yes/No | Item |
Created | Date and Time | |
Departure Time | Single line of text | Item |
Home Communion | Number | Item |
Location | Choice | Item |
Modified | Date and Time | |
Notes | Multiple lines of text | Item |
title | Single line of text | Item |
Visit Date | Date and Time | Item |
Visited | Lookup | Item |
Visited by | Person or Group | Item |
Visited:Deceased (Text) | Lookup | |
Created By | Person or Group | |
Modified By | Person or Group |
List2 Column settings
Column (click to edit) Type Required
Name | Single line of text | |
Married to | Lookup | |
Appointed Visitor | Person or Group | |
Deceased | Yes/No | |
Notes | Multiple lines of text | |
Deceased (Text) | Calculated (calculation based on other columns) | |
Alive | Calculated (calculation based on other columns) | |
Modified | Date and Time | |
Created | Date and Time | |
Created By | Person or Group | |
Modified By | Person or Group |
Custom form screen shot
All I am trying to do is to filter the Visited dropdown to so the Deceased don't appear in it when someone is entering a new record in List 1.
Ok, I put together a quick POC from your list definitions.
1) Not sure why, but when you originally create the custom form it does indeed only auto populate a couple of fields. But you can easily edit the form and add any other fields you want. Make sure to add any fields from List 1 that were marked as required. See the screenshot below
2) for the choice filter you will need to add a data source for List #2 to the project and then use the following code in the Items property for the dropdown in the datacard. The Choices still point to List1, but are filtered based on the name being in a list of people in List 2 who are not deceased. Your formula may vary slightly if my column names don't match yours exactly. But that is how to do it.
Filter(Choices([@List1].Visited),Value in (Filter(List2,Deceased=false).Name))
Hope that helps. Let me know if you are still having issues.
Many thanks, @Pstork1 ! It was the Value in (Filter(List2,Deceased=false).Name)) that clinched it. It now appears to be working. Wonderful!
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