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Pre-populating a form based on current user information from sharepoint

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Posted on by phoebe_pinks

I have a Sharepoint list that stores data on current employees. I am building a powerApp that allows the user to view and edit their own information from the list.

The list has multiple columns including:

Name (Title) - Single Line of Text
E-mail - Person or group
Team - Choice
Job Role - Single Line of Text

I have used Sharepoint integration to 'Customize form' and edit the default form that is automatically produced in PowerApps.

Currently, the form pre-populates based on the first person in the list which I believe is due to the Item property related to the form:

If(IsBlank(SharePointIntegration.Selected),First([@'MyList']),SharePointIntegration.Selected)

Does anyone have a fix for this formula so that it pre-populates based on Current User rather than based on the first entry in the list?

I have tried various look up formulas/patch functions but I can't make it work, so any advice on best practice would be great.

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Building Power Apps

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PowerRanger 3,458 Super User 2024 Season 1 on at

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@phoebe_pinks : Not sure if I get it right. Which scenario are you refering to:

1. Create New Item

Usually you get a blank form as you want to create a new Item. You could Pre-Populate columns based on a given logic.

- Edit Item

This would usually load the Form with the data populated of the selected item in sharepoint.

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phoebe_pinks 10 on at

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I want them to be able to edit their item. New staff will be added by me through sharepoint directly so they will only ever need to edit, but currently the form is pre-populating with information from the first person in the list alphabetically, rather than by the current user.

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PowerRanger 3,458 Super User 2024 Season 1 on at

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@phoebe_pinks : How do you "open" the App? Via SharePoint "Edit Item"? Or via a Link?

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.

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phoebe_pinks 10 on at

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PowerRanger 3,458 Super User 2024 Season 1 on at

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@phoebe_pinks OK. Thats why your SharePoint Integration control does not contain an Item information and loads the first Item.

So instead of

First([@'MyList'])

you need to LookUp an Item:

LookUp([@'MyList'],'E-mail'.Email = User().Email)

You might need to tweek the "E-Mail" column name.

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.

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phoebe_pinks 10 on at

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It looks like my issue is that a sharepoint integrated form can only actually be accessed via the list, is that correct? If so, I will have to create a separate app as the purpose of the app is for people to be allowed to view and edit their personal entry (according to their logged in user name).

If I'm creating a new app, I assume the sharepoint integration won't work. If so, what would be the best practice for pre-populating the form based on the user? Lookup/patching etc?

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PowerRanger 3,458 Super User 2024 Season 1 on at

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I never really work with SharePoint/Customized Forms but there are "ways" of running those apps from a link. But yes, using a standalone canvas app is most of the time the better solution. So here is a quick guide:

Create a standalone canvas app

Add your SharePoint List as a Datasource

Add a EditForm control, set its datasource to your sharepoint list, set its Items property to"LookUp(mySharePointList,'E-mail'.Email = User().Email)Set the Default mode of the Form to FormMode.Edit

Add a Button to you app

Use this formular for the OnSelect Property: SubmitForm(FormNameGoesHere)

Thats it. When you play the app it should load a single record to the form.

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phoebe_pinks 10 on at

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Thank you for the detailed instructions. I followed the steps however I get the following error; incompatible types for comparison:
The e-mail in my list is a person/group format but won't match to User().Email
~~I tried using the Name (Title) column which is in single line of text format, but it won't match to the User().FullName~~ - EDIT - Played around a bit and got it working with the name rather than the e-mail, thanks!

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