Fetch/drill down options based on other entities/ columns

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Posted on by Teresa24486

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hi,

Is it possible to fetch/drill down options based on other entities/ columns? Please take a look at the below example:

CATEGORY	BRANDS	DESCRIPTION
PC	HP, Acer, Dell, Sony	D1,D2,D3,D4
Watch	iwatch, Rolex, Cartier, Citizen	D5,D6,D7,D8
Mobile Phones	Apple, Samsung, Nokia, Sony	D9,D10,D11,D12

I would like the choices filtered based on the value i choose from Category field. From the above e.g. when I choose PC, only the related brands and desc should appear in the brands and description fields and not all.

@EricRegnier

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Microsoft Dataverse with Power Apps

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EricRegnier 8,720 Most Valuable Professional on at

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Re: Fetch/drill down options based on other entities/ columns

Hi @Teresa24486,

if you’re using entities as your brands and categories than you can filter out-of-the-box. Look at this post for the steps: https://powerusers.microsoft.com/t5/Common-Data-Service-for-Apps/Filter-LookUp-Field-to-Related-Record-From-Previous-LookUp-Field/m-p/717718

If you’re using option sets then you can but will require code with JavaScript.

Hope this helps...

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Teresa24486 613 on at

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Re: Fetch/drill down options based on other entities/ columns

hi,
lookup shows the value of the primary field of the entity and thats not the lookup field.. how can i have that changed to the lookup field itself?

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EricRegnier 8,720 Most Valuable Professional on at

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Re: Fetch/drill down options based on other entities/ columns

That's the standard behavior in CDS and cannot be changed. The primary field has to be a text field (single line of text). What do you mean by "not the lookup field"? Another lookup field on the lookup entity? If you need that, then suggest to setup a workflow (or Power Automate) to update the primary value with the lookup value from that entity.

Hope this helps...

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Teresa24486 613 on at

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Re: Fetch/drill down options based on other entities/ columns

Instead of a workflow, I created separate entities for Category and Sub-category keeping fields category and sub-category as primary fields, then tried to apply filter on the change properties page of the main form of another entity. For some reason the Category loads, sub-category is empty. Not sure i am doing it right.

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EricRegnier 8,720 Most Valuable Professional on at

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Re: Fetch/drill down options based on other entities/ columns

And do you have a Category lookup filed on Sub-Category entity? If not, create one which will allow you to filter the related sub-categories. You will then need to apply the filtering on the form as per my previous post:

In make.powerapps.com, navigate to your Entity --> Forms and open the desired form

Switch to Classic form designer by clicking the "Switch to Classic" button in the command bar

Select the lookup field and click "Change Properties" in the ribbon

Under the "Related Records Filtering", check "Only shows records where"

Pick the Category lookup field in the dropdown then in "Contains" the Category related field

I would uncheck "User can turn off filter" so users can't turn off and pick un related sub-categories

Click OK, Save All and Publish

Hope this helps...

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