cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
shugs
Advocate I
Advocate I

auto generate app with multiple SharePoint lists

Hi,

I would like to create an app similar to the ones that are auto generated by PowerApps, but based on several Sharepoint lists :

I would need to create a first Screen allowing to choose which Sharepoint list to acces and the next screens would be identical to the ones generated by PowerApps. How can I integrate several auto generated apps into one?

1 ACCEPTED SOLUTION

Accepted Solutions
mr-dang
Community Champion
Community Champion

@v-micsh-msft is right--you will need to connect your datasources to a control. 

 

Below is a method in which I use a Dropdown menu to determine which list is needed, a Button that triggers the Navigation, then screens duplicated for each form.

 

First autogenerate an app from any SharePoint List. We are going to use these for duplicating later.

 

Next, create a new screen where you will have the user navigate to their desired list.

Use Table() in the Items property of a Dropdown menu:dropdown navigate.png

Table(
	{id: 1, screen: Screen2, name: "List 1"},
	{id: 2, screen: Screen3, name: "List 2"}
)

Each row of the formula lists the name of the SharePoint list and the Screen I want it associated with. The advantage of the Table function is that it can reference Screens where few other functions can. I also gave each list an id number which I can reference in conditional statements later. 

 

Next setup a Button that determines where to go:

 

 

dropdown navigate button.png

 

 

Navigate(Dropdown1.Selected.screen,Fade)

 

The formula means, "Navigate to the screen that is listed for the record that has been selected in the Dropdown menu."

 

The next step is messy. There's a few methods you can go with depending on what is easier for you or if you want to be more efficient.

  • Method 1: copy the screens for BrowseScreen, DisplayScreen, and EditScreen for each SharePoint list. Reconfigure each gallery and form to match the correct list. Revise the Table() function in your Dropdown menu as necessary. I think this one is easier to understand, but you will end up a number of screens equal to 3 x [number of SharePoint lists].
  • Method 2: keep your app to only 4 screens: BrowseScreen, DisplayScreen, EditScreen, and the one with the Dropdown (SetupScreen). Instead of duplicating screens, duplicate the gallery on each screen instead. Program the Items of each gallery to the SharePoint list of your choice, then make it Visible only when the id number selected in the Dropdown (Dropdown.Selected.id) matches the number you associated with it. This method should be more efficient.
Microsoft Employee
@8bitclassroom

View solution in original post

11 REPLIES 11
v-micsh-msft
Community Support
Community Support

Hi @shugs,

 

 

At the begining I thought we could take use of collection to "store" Data source (should be connections), then use the dropdown to choose the proper one, but it seems that collection won't be created if data source is configured as an item in a record.

 

Another way is the following:

Say, we have special TextInput under the first screen,which is used to filter which data source that we should work with.

Then Add a Button, with its OnSelect property configured with the If function, and the corresponding Naviagte formula to the proper Gallery screen.

This would require all the data sources connected with the proper Navigate Screen, and the corresponding Details and editing screen bound to it.

 

@mr-dang@Meneghino@hpkeong, do you have any better ideas on this?

 

Regards,

Michael

 

Community Support Team _ Michael Shao
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
mr-dang
Community Champion
Community Champion

@v-micsh-msft is right--you will need to connect your datasources to a control. 

 

Below is a method in which I use a Dropdown menu to determine which list is needed, a Button that triggers the Navigation, then screens duplicated for each form.

 

First autogenerate an app from any SharePoint List. We are going to use these for duplicating later.

 

Next, create a new screen where you will have the user navigate to their desired list.

Use Table() in the Items property of a Dropdown menu:dropdown navigate.png

Table(
	{id: 1, screen: Screen2, name: "List 1"},
	{id: 2, screen: Screen3, name: "List 2"}
)

Each row of the formula lists the name of the SharePoint list and the Screen I want it associated with. The advantage of the Table function is that it can reference Screens where few other functions can. I also gave each list an id number which I can reference in conditional statements later. 

 

Next setup a Button that determines where to go:

 

 

dropdown navigate button.png

 

 

Navigate(Dropdown1.Selected.screen,Fade)

 

The formula means, "Navigate to the screen that is listed for the record that has been selected in the Dropdown menu."

 

The next step is messy. There's a few methods you can go with depending on what is easier for you or if you want to be more efficient.

  • Method 1: copy the screens for BrowseScreen, DisplayScreen, and EditScreen for each SharePoint list. Reconfigure each gallery and form to match the correct list. Revise the Table() function in your Dropdown menu as necessary. I think this one is easier to understand, but you will end up a number of screens equal to 3 x [number of SharePoint lists].
  • Method 2: keep your app to only 4 screens: BrowseScreen, DisplayScreen, EditScreen, and the one with the Dropdown (SetupScreen). Instead of duplicating screens, duplicate the gallery on each screen instead. Program the Items of each gallery to the SharePoint list of your choice, then make it Visible only when the id number selected in the Dropdown (Dropdown.Selected.id) matches the number you associated with it. This method should be more efficient.
Microsoft Employee
@8bitclassroom

hi @v-micsh-msft @mr-dang

 

In fact, you and brian has given a very clear explanation with bundle of examples and that should provide an in-depth understanding.

Appreciate.

 

Hong

hpkeong

So I created an App outside of the sharepoint list.   I connected it but it won't replace the default form.   How do I get this form I created to integrate with sharepoint?  I too will be using this form to update multiple sharepoint lists.   The features of the form work well.  I just don't know how to integrate with sharepoint. 

 

Does the form have to be autogenerated from at least one of the sharepoint lists?  I will eventually have 5 lists that will be updated using this same form. 

 

thank you

The next step is messy. There's a few methods you can go with depending on what is easier for you or if you want to be more efficient.

Method 1: copy the screens for BrowseScreen, DisplayScreen, and EditScreen for each SharePoint list. Reconfigure each gallery and form to match the correct list. Revise the Table() function in your Dropdown menu as necessary. I think this one is easier to understand, but you will end up a number of screens equal to 3 x [number of SharePoint lists].
Method 2: keep your app to only 4 screens: BrowseScreen, DisplayScreen, EditScreen, and the one with the Dropdown (SetupScreen). Instead of duplicating screens, duplicate the gallery on each screen instead. Program the Items of each gallery to the SharePoint list of your choice, then make it Visible only when the id number selected in the Dropdown (Dropdown.Selected.id) matches the number you associated with it. This method should be more efficient.

It's that messy part that needs help in my opinion.  We should be able to auto-generate a 'common screen set' (browse-view-edit) with navigation and submit from an entity at any time. 

@joshbookerand others, can I hijack this topic for something similar, just in order not to open the fresh one? I am trying to develop an app that uses SharePoint lists scattered over 14 subsites, all of them using same content type (so the structure is identical). Basically, every site is a city with which filed technicians should communicate.

 

This idea with separate screens could work for me, so I can have a city choice on the first one as it is explained above, develop the forms for one city, just duplicate the subscreens and connect every one of them to the list on appropriate subsite. However, this will turn into nightmare if client wants some changes, meaning I have to make them over 14 sites. From what I can see, there is no way I can parametrize the choice of datasource when inserting combobox, for example – when choosing items, only the column-reference of previously chosen datasource is available.

 

Any idea is appreciated…

Anonymous
Not applicable

Hi,
I used method 1.
Created screens , replaced all data sources, gallery and form references.

But the gallery for the copied lists redirects to the original list's view form screen.

Any idea what's going wrong?

could you please explain how to link 3 sharepoint list to 3 gallery with screenshots ? as well as how to program it  ?

Anonymous
Not applicable

1) Create an app with one SharePoint list, powerapps does this for you and gives you 3 screens of which one is the gallery.
2) Go to data sources from the top toolbar within powerapps and add the other 2 lists.
3) Duplicate the gallery screen
4) click on the duplicate gallery and change the list reference in the formula bar to the 2nd list.
5) repeat step 2-5 for the third list

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders     UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!  

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

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**

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 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 30     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.   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.  @Dhanush 2.   @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

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Top Solution Authors
Top Kudoed Authors
Users online (3,441)