People picker choices - sharepoint group

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Posted on by Overused

I just cannot seem to get this to work - so asking for some help!

I have a canvas form which contains two people fields from a SharePoint list-

RequestedBy

ApprovedBy

I have both fields with Items properties as

Choices([@'My SharePoint List'].'Column Name')
and both fields have their Data properties as People with;-
Display Name as Primary Text,
Claims as Searchfield.

Within the SharePoint list, the RequestedBy column is an "all users" people choice and the "ApprovedBy column is a very small "SharePoint group" choice which has been given viewing permission to all users.

There is an annoying quirk where the displayed choices for the RequestedBy field is working perfectly fine and the user can pick a person from the list or just start typing for a search. The ApprovedBy field behaves so differently in that it will not display a list of choices - only bringing up one name from the group when the user starts to type a match.

Interestingly, I noticed that the item property data tables have different behaviour. For "all users" column, the table is fully populated with Claims, DisplayName, Job Title, Department, etc. For the "group users" column, the table is empty - no data.

Does anyone know why this behaviour occurs? Or have any suggestions how I can get the people picker to display a list of names from a SharePoint group? Perhaps I have spent so long looking at this issue, I am missing the obvious!

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WarrenBelz 154,534 Most Valuable Professional on at

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Hi @Overused,

Firstly, the Items you are using on offer for choice the people currently in that field in the data source, so I suspect that the field concerned has limited data currently. There are other options displaying all users and those from a selected Group, but these have effect on other settings.

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Overused 34 on at

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Hi @WarrenBelz

Many thanks for your response. So when I use the "choices" function, am I actually just picking from previous entries made to that field in the SharePoint list? What function can I use to pick from the people names of a SharePoint group with just 10 users?

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WarrenBelz 154,534 Most Valuable Professional on at

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Hi @Overused,

Yes - the Items (using your Group Id where I have xxxx)
Office365Groups.ListGroupMembers("xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx",{top:100}).value

This will also affect the Update of the Data Card
{ Claims: "i:0#.f|membership|" & Lower(ComboBoxName.Selected.mail), Department: "", DisplayName: ComboBoxName.Selected.displayName, Email: ComboBoxName.Selected.mail, JobTitle: "", Picture: "" }

and the DefaultSelectedItems
{ displayName: ThisItem.PersonFieldName.DisplayName, mail: ThisItem.PersonFieldName.Email, }

You will also need to ensure that the Primary text and Search field (edit in the right panel) in the Combo Box are what you need (either displayName or mail )

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Overused 34 on at

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Hi @WarrenBelz

thanks for trying to help me. Your suggestion to use the Office365Groups worked perfectly except that the particular SharePoint group I need to use is not showing in our Office365 groups. I tested it on other group identifiers which I found but I think our company setup is "complicated"! My sharepoint is possibly a teams site rather than a straightforward site?

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WarrenBelz 154,534 Most Valuable Professional on at

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Hi

I am not sure on that one - I have not encountered an Offce365 Group/Team that did not exist in Entra and the Id was available. Are you sure it is a Group ?

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Overused 34 on at

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Hello @WarrenBelz

thank you for taking the time out to assist me. I logged a ticket with our SharePoint team and we discovered that we have a number of teams groups and SP security groups which are not visible in Office365. This helps to explain a number of issues I had been experiencing but at least I now know that my app skills were not so deficient! I now have another ticket logged for someone to investigate all the missing groups.

Our SP team did help me find a suitable distribution group address identifier which I could use to pick members from using your suggested connector of Office365Groups - it works a treat.

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