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Power Platform Community / Forums / Power Apps / Rollup multiple ShareP...
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Rollup multiple SharePoint list into 1 list

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Posted on by 995

I have multiple SharePoint List on different sites.  Trying to roll them up into one list for a specific Team to review.  Would I need to create a Collection with all the list data?

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  • RandyHayes Profile Picture
    76,299 Super User 2024 Season 1 on at

    @kmw1130 

    Depends on what you need to do with the data once you have it combined.  
    Can you elaborate more on what the design of your app is in regard to the lists and their use in the app?

  • TheRobRush Profile Picture
    11,128 Moderator on at

    Like @RandyHayes says this would largely depend on how you want the data to be used. If you only want them to see it all in like say a single gallery in powerapps, or if you would like an actual list with everything in one place (i'd do this with flows), or maybe even consider if maybe you don't necessarily need multiple lists in the first place and could simply add a column that allows you to filter / delegate those down in your powerapps for times when you do not need to see them all.

  • kmw1130 Profile Picture
    995 on at

    @TheRobRush and @RandyHayes It's for our Quality Team and the use Risks list for each department.  I verifying, but I believe they just need to see them all in one list and the status of each Risk.

  • TheRobRush Profile Picture
    11,128 Moderator on at

    WIll wait for your response, but while we wait would it not be more convenient to connect everyone to a single 'Risk List' and add in a column for department, that way each department could reference the list with a filter referencing the departmental column, and Quality Team would simply access the unfilitered list?

  • kmw1130 Profile Picture
    995 on at

    I am going to suggest that.  I think that is a good idea.

  • Verified answer
    RandyHayes Profile Picture
    76,299 Super User 2024 Season 1 on at

    @kmw1130 

    If you're not able to consolidate to a single list, then you can easily see the two in PowerApps as well.

    If there is ONLY a need to view them in a list in the app, then a Gallery with an Items property such as:

    Ungroup(
     Table(
     {Items: ShowColumns(List1, "column1", "column2", ...etc...)},
     {Items: ShowColumns(List2, "column1", "column2", ...etc...)}
     ),
     "Items"
    )

    You WILL want to make sure that you are using identical column types from each list.

    Otherwise, the above will provide one table of all the lists combined.

     

    Keep in mind that this kind of activity is restricted to record limits.  So you will only have up to the amount specified in your app returned from each data operation (i.e. the ShowColumns function).

    However, the above can be augmented to have filtered data to reduce the number of records returned.

  • kmw1130 Profile Picture
    995 on at

    There is a possibility that I can put them in 1 list, which will resolve my issue.  Thanks again for your replies, much appreciated.

  • RandyHayes Profile Picture
    76,299 Super User 2024 Season 1 on at

    @kmw1130 

    That would be ideal!!

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