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Collect from SharePoint List and Filter

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Posted on by McG

Hey everyone. I am having an issue with something that I thought I had correct but once my SharePoint (SP) list went past 2000 entries it turned out I do not have figured out. So here is what I currently have:

ClearCollect(AllMyData,Filter('Daily Summary',Lower('Created By'.Email)=Lower(User().Email)))

Basically, in my gallery i want to data to filter to the current user that is logged in. Simple enough, or so I thought. I also had, on the app load event, a variable that was the user().Email and I used that in the collect formula but when I did (at least in testing) nothing was returned, which is why it is still User().Email - the lower is just a little catch for people's name's with random capitalization.

Can anyone shed some light on this delegation issue i am having?

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mdevaney 29,991 Moderator on at

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@McG

The LOWER function cannot be delegated. It is likely the source of your delegation problems. You will have to remove lower for your formula to be delegable.

Here's a chart showing all the functions that can currently be delegated in SharePoint.

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WarrenBelz 156,371 Most Valuable Professional on at

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Hi @McG ,
Yes - 'Created By' is not Delegable, neither is User().Email. There is a workaround for the second with a Variable, but you would have to store the first in another text field when a record is created. Also Lower() is not, but this can also be solved.

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McG 27 on at

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Can you elaborate a little further? "...store the first in another text field when a record is created" is above my current knowledge level (or I ma just tired and am missing something quite simple).

I can move from "Created By" to just using the User name (it is a choice field on SP). I can use the office365users to get this info. Does what I had used for my variable (the app OnStart event) work the way I thought it would? Pass a value to it, and on my collect use this variable to filter the data?

Any additional help on this is greatly appreciated.

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WarrenBelz 156,371 Most Valuable Professional on at

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Hi @McG ,
Firstly, this document is essential reading in PowerApps to understand and manage Delegation.
To put it as briefly as possible, there are some tasks that the SharePoint shared service will not do and simply returns the first 500 (or 2000 maximum if you have this set) for the app to sort out. This means that any non-Delegable query will not work properly on record sets over this limit.
The workarounds I was referring to were firstly - set a Variable at App OnStart
Set(vUserName,User().FullName); Set(vUserName,Lower(vUserName))
You can do the same for email (User().Email) and will get you a Variable set to the Lower case of the relevant item. This can then be used without Delegation issues as the information is "local" and a server call is not required each time it is compared with something. You may not want to use the Lower() bit however if the target is Proper Case.
The next bit is that 'Created By' is not Delegable. You can do a workaround (I call it Data Management) for this (and many other things) with "shadow" text or numeric fields set to Default to the value. 'Created By' is quite easy - just set it to vUserName as above and then you have a text field you can query on.
Does this all make sense to you now?

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WarrenBelz 156,371 Most Valuable Professional on at

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Hi @McG ,
Just checking if you got the result you were looking for on this thread. Happy to help further if not.

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McG 27 on at

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Hey @WarrenBelz , thanks for checking in. I have taken a few days off from work but from what I have read from what you have posted I think it all makes a little sense. I will look to implement a solution tomorrow when I back in front of my computer. I will update then. Thanks again for following up.

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McG 27 on at

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I have repaired the app to make it work beyond the 2000 limit. My question is how do I test the app before publishing it, as under the App OnStart, where I set my CurrentUser, does not seem to work in the Preview App. It does work when I publish it. I'd rather not mess around with deploying an app that has not been tested. Any pointers on this last little nugget of my issue? Besides that, I am very grateful for your help and shared knowledge with my issue. Thank you.

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WarrenBelz 156,371 Most Valuable Professional on at

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Hi @McG ,
To answer your questions firstly you can run App OnStart in Design view

Your CurrentUser can be set here as well as anything else you need to do.
Set( CurrentUser, User().FullName )

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