In edit mode, field in forms doesn't fill out with data from Sharepoint list

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Posted on by CU27091340-1

Hi Everyone,

I 'm not sure what I'm doing wrong. I have created a form (UHForm) with multiple combi dropdowns which saves data into my Sharepoint list (HFACSUHList).
My multiple entries from the combi dropdown saves as 1 entry per line each in my sharepoint list.

Now in Powerapps I'm trying to have 1 form as both an edit and new Form,

I have a gallery with all the ID numbers from my SharepointList (HFACSUHList)
When I select the arrow Icon from the Gallery, it will take the user to the UHForm. On the onselect of the arrow Icon I have the following formulas:
OnSelect = Set (varRecordID; ThisItem.ID;;
ResetForm(UHForm);;
EditForm(UHForm);;
Navigate (UHScreen1)
)

On the UHForm I have under Item:
Item= LookUp(HFACSUHList;EID=varRecordID)

But I have noticed that when I look at the dataset in this formula (by clicking at the end of the formula and then the arrow that appears), i can only see one dropdown entry although 2 dropdowns were filled in for this EID.

I have a text field for the description and in this datacard I have in Default:=ThisItem.Description (Description is the name of the colum in my sharepoint list). This works.

My next Datacard is a multiple value dropdown. Here I have in Default=ThisItem.HFACS4UH (HFACS4UH the name of the colum in my sharepoint list). This gives me the data that is in the sharepointlist.

For the Items of the dropdown I have Items=Filter(HFACStbl;HFACS2="Error"). This is a reference to an excel table t hat I have set up, which I used to show the dropdown values when entering new data.
I think this is where my problem is because in edit mode I don't just want a list of values for the dropdown, I want it to first show the dropdown value that was previously chosen and then when you click on the dropdown, the values are available in case you want to change it.

In my next Datacard, I have another multiple value dropdown. Here I have in Default=ThisItem.HFACS4UH (HFACS4UHs the name of the colum in my sharepoint list).

I'm not sure what to put in my Items of the multiple value dropdown, to retrieve the data from the Sharepoint List when editing values.

Thanks for your help!

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Michael E. Gernaey 53,452 Super User 2025 Season 2 on at

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Hi @CU27091340-1

Please share pictures or a video so we can follow and see what you see and understand it better.

However, based on what you said you think the problem is, it appears your ask is to show the entire lists and then only what they selected.

1. You should click on the Control and then click on the Properties (right side), click Advanced and Unlock it

2. In the Items property you should put the Choices(MyChoiceColumn) or build the Expression to get the data from whereever it is, so that its the complete list

3. Then in the DefaultSelectedItems is where you put either XXX

If you put it in Default, you will not see any selections (when its a multi-select control). only in a single select (dropdown for instance or putting a combo box in single select mode)

Let me iknow if you have more questions and or try it out and then paste questions and this time please some pictures :-) and your code (both) so we can view it, copy it and modify it for you and paste it back.

Cheers

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CU27091340-1 23 on at

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@Michael E. Gernaey Thanks for the tip. I've attached an excel which hopefully explains better what I'm trying to do.

To recap, I'm trying to create a from which can be used in New Mode and Edit Mode. This form called UHForm is connected to a gallery called GalleryEvent. Basically in edit mode I'm trying to get the values which have been saved in my sharepoint list (HFACSUHList) to populate if the EID is chosen (by selecting the Edit Icon) in the GalleryEvent.

In New mode, i want all fields in my UHForm to be blank.

I hope i was able to visualise with the information in the attachment what I'm trying to do.

Thanks in advance for your help, much appreciated,

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Michael E. Gernaey 53,452 Super User 2025 Season 2 on at

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Hi @CU27091340-1

Not totally following. I mean I understand using the same form for Edit and View, but you question was

I'm not sure what to put in my Items of the multiple value dropdown, to retrieve the data from the Sharepoint List when editing values.

Which is what I was explaining to your statements: So apologies, no I am not sure what your questions are because you responded talking about Edit / View mode but your details and question were specifically about showing data. ANd unfortunatley the excel doesn't explain any more details or questions. So I am at a loss at what the clear questions are. Because I answered the one you had

Can you write just questions please in your response as to what you want, if its more than the above).

My next Datacard is a multiple value dropdown. Here I have in Default=ThisItem.HFACS4UH (HFACS4UH the name of the colum in my sharepoint list). This gives me the data that is in the sharepointlist.

For the Items of the dropdown I have Items=Filter(HFACStbl;HFACS2="Error"). This is a reference to an excel table t hat I have set up, which I used to show the dropdown values when entering new data.
I think this is where my problem is because in edit mode I don't just want a list of values for the dropdown, I want it to first show the dropdown value that was previously chosen and then when you click on the dropdown, the values are available in case you want to change it.

In my next Datacard, I have another multiple value dropdown. Here I have in Default=ThisItem.HFACS4UH (HFACS4UHs the name of the colum in my sharepoint list).

I'm not sure what to put in my Items of the multiple value dropdown, to retrieve the data from the Sharepoint List when editing value

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