SharePoint List does not get the data from Power Apps Integration Form when editing an item

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Posted on by PattiF

Hello Members,

I would be really grateful if you can help me to resolve this issue. Also, its an urgent requirement.

I have a SharePoint list called Wcb claims list all that contains various columns like Employee Name (Person), DOB (Date), Department (Text), Supervisor Name (Person), etc.

I have customized this list form by using Power Apps SharePoint integration form and the form looks like below:

Here, whenever an employee will choose their name or any specific employee name, all the details (Employee Email, Phone number, Company, Supervisor name, etc.) will auto-populate (from Office365) over the form.

However the form details is submitting in the SharePoint list and everything is working fine. But when I want to edit a specific item from the list, some of the details (Employee Email [Company], Phone Number, Province, Supervisor name, DOB) not showing in the form as like below image:

I have used this formula in all the fields (Text input's Default property) in the form including Department & JobTitle field:

Employee Email: Default =

If(DataCardValue2.Selected.DisplayName = User().FullName, Office365Users.UserProfile(User().Email).Mail, LookUp(DataCardValue2.SelectedItems,1=1).Mail)
 
Employee Phone Number: Default =
If(DataCardValue2.Selected.DisplayName = User().FullName, Office365Users.UserProfile(User().Email).mobilePhone, LookUp(DataCardValue2.SelectedItems,1=1).mobilePhone)
 
Where,
DataCardValue2 = Employee Name Datacard [Combobox]

I also researched on this issue, and few of them are telling to clear the browser cache and cookies. I tried that one too but nothing working for me. Can anyone suggest me anything or any alternative solution please? It's really urgent and I ll really grateful if it resolved.

Thanks in Advance!

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AndrewR1 1,572 Moderator on at

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🔍 Problem Analysis

Data Not Persisting on Edit: When you open an item to edit, fields that are populated using the Office365Users connector (e.g., Email, Phone Number, DOB) are not showing up.

Formula Issue: The formulas you’re using are fine for new entries but fail when editing existing records because the data isn't actually stored in the SharePoint list. Instead, it's being fetched live from the Office365Users connector

💡 Why This Happens

Power Apps Forms (Edit Mode): When editing, Power Apps expects data to come from the SharePoint list, not from a live query to Office365Users.

Combobox Control: The DataCardValue2.Selected only holds data when the control is actively interacted with (like during a New operation), not during Edit.

Connector Query: Using Office365Users.UserProfile() within a Default property will not trigger when the form is in Edit mode.

✅ Solution

Store Important Data in SharePoint List:

Instead of relying on Office365Users each time, store the required data (Email, Phone, DOB, Supervisor, etc.) in separate columns in your SharePoint list when you submit the form.

Use Patch() or SubmitForm() to Save Data:

When creating a new entry, ensure that these fields are saved to the SharePoint list.

Example:

Patch( 'Wcb claims list all', Defaults('Wcb claims list all'), { Title: DataCardValue2.Selected.DisplayName, EmployeeEmail: Office365Users.UserProfile(DataCardValue2.Selected.Email).Mail, PhoneNumber: Office365Users.UserProfile(DataCardValue2.Selected.Email).mobilePhone, SupervisorName: Office365Users.UserProfile(DataCardValue2.Selected.Email).Manager, DOB: YourDOBFieldControl.Text } )

Use ThisItem for Displaying Data on Edit:

When editing, bind your controls to the SharePoint fields instead of querying Office365Users.

Example for Employee Email:

DataCardValueEmail.Default = ThisItem.EmployeeEmail

Example for Phone Number:

DataCardValuePhone.Default = ThisItem.PhoneNumber

Fixing Combobox Control:

Make sure the DefaultSelectedItems property of your combobox is correctly set when editing items:

DataCardValue2.DefaultSelectedItems = [ThisItem.EmployeeName]

Refreshing Data Source:

Ensure you refresh the data source ('Wcb claims list all') when submitting the form, so the updated data is reflected immediately when you re-edit the form.

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Raj Borad 45 on at

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Hi,

Can you please confirm that after saving the record, does the value were reflected/stored in the database (SharePoint List)?

We have also created a same type PowerApps which can add a new item in SharePoint List and can be able to Edit the Item.

We used a variable and stores the item value in that variable when the User click the edit button for the specific record.

We have separate screen and form for edit functionality. and use that variable for display the data. We refresh the data source every time when the button clicked and new screen loading.

Thanks,

Raj D Borad

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