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Search or Filter multiple document libraries with one search bar?

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Posted on by Maxwell123

Hello,

I am building a search app for a Sharepoint library. The library has about 10 different document library and in each library there are about 4-5 different Columns. The goal of the project is to be able to simplify a users search process so there is only one text input. Lets say the wanted to search a job number but there are two different libraries that have a job number column, I would like the results to show all the documents with that have a matching result even if they are in different document libraries. Is there a way to do this?

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AmirBakht 262 on at

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First off, you need to take care of 2 things,
Read up on delegation to make sure what you are doing is delegable. You can find that information here https://docs.microsoft.com/en-us/connectors/sharepointonline. This is important because unless you delegate, it will retrieve all items and then look into them for your search criteria. This would be fine for a few records but there is a limit and performance to consider once the number of documents increase. So read up here first.
Second you want to make sure the columns your criteria hits are indexed. This is again for when you have larger number of records
You could add a text box and put the following logic on the On Change of the text box or on a button next to the text box,
ClearCollect(SearchResults, Filter(Library1, FilterCriteria), Filter(Library2, FilterCriteria), ....)
You could then use ShowColumns, AddColumns, RenameColumns and SortByColumns to organize your data
Use the SearchResults collection within a gallery to display the results

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Jagadeeshk 457 on at

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Try below, Let say search text name is searchtxtip
Create one gallery for each library and assign items as filter( source, starts with( coloumn, seachtxtip.text)

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v-yutliu-msft on at

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Hi @Maxwell123 ,

Do you want to filter two sharepoint libraries based on the same textinput?

Whether do you want to display the result in two galleries or in one gallery?

Could you tell me:

1)the structure of these two libraries?

2)which field do you want to filter based on that textinput? that field's data type?

I assume that the field is text type.

1)If you want to display the result in two galleries, you just need to insert one textinput, two galleries.

set gallery1's Items:

Filter(library1,Textinput1.Text in fieldname)

set gallery2's Items:

Filter(library2,Textinput1.Text in fieldname)

2)If you want to display the result in one gallery, then you firstly need to merge these two libraries data to one collection, then filter based on that collection.

Please notice that: one gallery could only has one data source, so you could not set the gallery's Items to two libraries.

set the app's OnStart:

ClearCollect(collection,library1,library2)

set the gallery's Items:

Filter(collection,Textinput1.Text in fieldname)

Best regards,

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Sidhant_02 986 on at

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Hi @v-yutliu-msft, @Maxwell123 @Jagadeeshk @AmirBakht ,
I have a similar requirement wherein I want to list all the files in document libraries (which are in different sites) and the records/file details in one gallery. So I followed the steps
that you have mentioned, but one issue is that the collection is only collecting all the details from one document library i.e. named Miscelaneous (in Pune Share Point Site) and the other document library is named 'TrialLibrary' which is in DEMO_PowerApps SharePoint site, which is:
(I have attached the file structure in both the document library which are in different sites in the attachments section of this post and remaining are:)

So as you can see after merging both the document libraries in one collection in the Gallery it is only displaying one document library records (here Miscelaneous), but when I checked in the variable it has total count of 10

Could you please let me know merging records from two different document libraries is possible/not?. If yes (with collection) what's the issue here?.
If anyone has any idea please do share.

Regards,
Sidhant.

TrailLib1.png

TrailLib.png

Miscelaneous2.png

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