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SharePoint Webpart & Forms Questions?

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Posted on by SA-KRP

Not sure this is the right board, I can't find anything listed as SharePoint.

I am rebuilding a SharePoint 2013 site in SPO and have a several lists I used to display on the sites home page using multiple "list" webparts but cannot get the same results.

Context Menu: List items displayed cannot be edited directly from the webpart, only showing "Share" or "Copy link". I have turned off the quick edit but even with that on the context menu is still limited, even to the Site Owner. (Left: SP2013, Right: SPO)

Also, I used to be able to add custom items to the context menu that would open a custom form eg "Assign QCR" (above image) which would open a custom Edit form (image below) for the QCR Admin (staff). Not sure with the current form limitations this is possible. This is the same list just a form with super limited fields displayed with most read-only, anyone can open the form but has to be done from the item context menu.
Webpart Views: With SP2013 the view was set on the webpart but in SPO a view for the webpart has to be selected from one of the existing List views. This is cluttering up the actual displayed "views" on the List. I have multiple pages with webparts that have specific views that I don't want visible for staff in the List's "views" menu.
For now, I have just prefixed these views with a "z_" to push them down the list of views.
Webpart of a Task List: When trying to add a "Tasks" list as a webpart, all task type lists are not available to select?
Forms and Field Display Type: In SP2013 I was able to edit the Open, Edit, Display forms to restrict select fields to Read-Only, eg on a New form a user could set "Field A's" value but in the Edit form it was only displayed (read-only) so it wasn't changed. In SPO the Open/Display forms a user can edit any field as well.

I have used the SPO forms "Configure Layout" option to adjust the layout, but this appears to be a global change to all item forms. I can't find a way where the New and Edit forms display fields differently. I see the Header/Footer option, but this still doesn't solve the issue as many fields need to be available in the New form but not in the Edit as Flows run based on the original input.
Is the only way to resolve by using the "Forms" or Power Apps?

Here are the SP2013 forms New/Edit

Any suggestions, direction to articles would be appreciated.

Categories:

Building Power Apps

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Sunil Kumar Pashikanti 1,353 Moderator on at

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Hi @SA-KRP,

Let’s address each of your SharePoint-related questions and explore potential solutions:

Context Menu and Custom Forms:
In SharePoint Online (SPO), the context menu behavior might differ from SharePoint 2013.
To achieve custom context menu actions (like “Assign QCR”), consider using Power Apps or custom forms.
Power Apps allows you to create custom forms with specific fields and actions, which can be triggered from the context menu or other UI elements.

Webpart Views:
In SPO, web parts are associated with existing list views.
To manage views more effectively, consider creating specific views for your web parts (e.g., “Staff View,” “Admin View”) and prefixing them as you’ve done.
You can also use audience targeting to control which views are visible to specific users or groups.

Webpart for Task Lists:
When adding a web part for a task list, ensure that the list is set up as a task list (with the appropriate content type).
If you’re still facing issues, consider creating a custom list with similar fields and using it as a workaround.

Forms and Field Display Type:
In SPO, customizing forms is more flexible using Power Apps or SharePoint Forms.
Power Apps allows you to create dynamic forms with conditional logic, read-only fields, and customized layouts.
For read-only fields in specific form views (e.g., New vs. Edit), Power Apps is a powerful solution.
You can create separate screens for New and Edit forms, controlling field visibility and behavior.

Global vs. Form-Specific Changes:
While the “Configure Layout” option affects all item forms globally, Power Apps allows you to create form-specific changes.
Use conditional visibility rules in Power Apps to show/hide fields based on form type (New/Edit).
Consider using header/footer options in Power Apps to enhance the form layout.

Power Apps or Forms:
Both Power Apps and SharePoint Forms (modern experience) offer solutions for customizing forms.
Power Apps provides more flexibility and control, especially for complex scenarios.
If your requirements go beyond what SharePoint Forms offer, Power Apps is the way to go.

Remember that Power Apps provides a rich environment for customizing forms, handling complex logic, and creating user-friendly experiences. Explore Power Apps further to build tailored solutions for your SharePoint lists.

References:

https://lightningtools.com/blog/forms-web-part/

SharePoint Online Microsoft Forms Web part - Enjoy SharePoint

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Sunil Pashikanti - Tech Blog: PowerApps

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SA-KRP 40 on at

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Thanks SunilPashikanti for the detailed response, I'll go through your comments and give it a try.

We have been using SharePoint On-prem for some time now (WSS3, SPF 2010, SPF2013) and I know what I want to do but SPO has many changes that are hard to find the "new" way to accomplish what we have in place. It feels like I am starting all over again with the step learning curve with SPO.

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SA-KRP 40 on at

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RE: 4 Forms and Field Display Type
After reading a few more articles I thought before I dive into learning PowerApps, I'd give it one more try using the native list/column tools, eg "Edit columns" w/conditional formula, "Configure Layout" and "Field Validation".

The thought was I'd use a conditional formula to expose/hide a field and use JSON in the Header to list said field once set.
Background: There are several columns that are auto populated by a PowerAutomate Flow and figured I could use one of them, eg NUL to Show, NOTNULL to Hide. It seems there isn't a way to use conditional formulas for this NUL/Empty check?

[Status] field (Type=Choice): (WORKING)
to always hide I used conditional formula "=if(length([$Status]) == -1, 'true', 'false')"
Then use JSON to show this in the Header only
[EngType] field (Type=Choice): (NOT WORKING)
Set column settings "Required"=No
Set column validation to "=IF(([Eng Type])="",FALSE,TRUE)"
To Show/Hide - There is the Default [Title] (Type=Text, Default Value=Blank/Empty) column that has been renamed to "ClientName" I tried setting the formula to use that field. I have tried many variations and even other columns, eg [StartDate] (Type=Date, Default Value=Blank/Empty)
=if(length([$Title]) <= 1, 'true', 'false') (not working) maybe length() isn't valid in this case?
=if([$StartDate] >= Date('1/1/1900'), 'true', 'false') (not working)
As a test "=if([$Status] == 'Signed-in', 'true', 'false')" (works but is doesn't hide the column soon enough as this column is updated later in the process.)
Many other variations I can't remember now.

No matter what I try or what other fields I reference I can't get the [EngType] to show/hide the way I want it to.

Goal,
Show column/field [EngType] on a new item form
Hide [EngType] on existing items, eg when editing/viewing forms, and only display in the Header.
Note: I have confirmed I am using the columns system name by checking the URL "Field=" when editing the column.

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Sunil Kumar Pashikanti 1,353 Moderator on at

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Hi @SA-KRP,

As of now I can see only one option, edit the SharePoint online form with PowerApps, this is not a new PowerApps application, but editing the existing SharePoint custom list form, hope it fits for your requirement.

When you see the form in PowerApps,

Select the SharePointIntegration,

Choose "OnEdit" in property dropdown

Write the below code in formula bar

Set(varIsNew, false);

Again Choose "OnNew" in property dropdwon

Write the below code in formula bar

Set(varIsNew, true);

Now we got a variable that consists true value when a form is New, and false value when a form is Edit.

Now, select your text box field that should be hide/display, and select its visible property and add "varIsNew".

If it does not allow you to edit, that means it is locked, you can unlock it from right side property window.

Save and publish the app,

Now go back to your SharePoint list and clear the cache in the browser (Ctrl + F5) at least 3 to 5 times, it clears the cache from the browser.

If it works, then you will see the magic.

My New Form, showing Area field:

My edit form, hiding Area field:

Hope it helps!!!

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Sunil Pashikanti - Tech Blog: PowerApps

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SA-KRP 40 on at

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SunilPashikanti I am testing the option you suggested with Power Apps but I want to clarify a few things;
Once Power Apps is turned on for the forms setting for the list, it is then an all or nothing step, meaning all forms must be managed via Power Apps for the list?
Therefore, all default list forms will need to be recreated in Power Apps, New, Display, Edit.
It is possible to have multiple forms via Power Apps, to edit the list items, eg or will there be one designated for that must use conditional formatting (or other feature) to show/hide columns based on the user in the correct edit/read-only status? eg
New form
Edit Form
other Custom forms
All having varying columns displayed/hidden in Edit or Read-only status.
As in my SP 2013 solution there are multiple/different forms for specific audiences;
New
Display
Edit
Assign QAR (not restricted by permissions, just a deliberate action needed to open this form needed)
Assign Tax Reviewer (not restricted by permissions, just a deliberate action needed to open this form needed)
All accessible from the same context menu on item, the Assign QAR is drastically different from the typical New, Edit, Display forms but is form the same list. It essentially is a simplified form with only 2 editable fields. There is a similar Assign Tax Reviewer form with a few different columns.

I ask because the Power Apps seems to be more about editing the default form and taking different action depending if it's in OnEdit or OnDisplay modes. The forms I want are very different.

Additional Notes;
To be clear, on this one list I have approx 5 forms, all can be opened by all staff and not secured by user context, the reason for the different forms it to minimize changes to select columns and it takes a deliberate action by the staff to open the special forms from the context (eg Assign QAR).
New, Edit, Display (must be available to all staff)
Assign QAR (available to all staff, with limited columns as Editable)
Assign Tax Reviewer (available to all staff, with limited columns as Editable)
The fact that all staff need to see any of these forms is a bit confusing in Power Apps how this is done based on the other posts I have read where the columns access is more dependent on the user.

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SA-KRP 40 on at

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I followed the instructions, and the Textbox I set the Visible=IsNew, the data is not displayed, so half way there.
What I want to see is the data displayed on the Edit BUT Read-only/Displayed.

I was trying to use the DisplayMode property with this formula but getting an error "function if has some invalid arguments".
If(varIsNew=true,Edit,View);

The 2nd attempt below seems to be working but wanted to confirm with you I am on the right track now?
If(varIsNew=true,DisplayMode.Edit,DisplayMode.View)

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Sunil Kumar Pashikanti 1,353 Moderator on at

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It looks like you’re on the right track! Let’s refine your formula for the DisplayMode property. You can use the following formula to achieve the desired behavior:

DisplayMode = If( varIsNew, DisplayMode.Edit, DisplayMode.View )

This formula checks whether varIsNew is true. If it is, the DisplayMode will be set to Edit; otherwise, it will be set to View.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Sunil Pashikanti - Tech Blog

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