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Edit Form retains value from cache and blanks if untouched

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I have several customized power app forms, each has a common field/column that is a lookup from a local list (>5000 records). I have set up custom filter (thanks to Jan Kokott). However if I go into an existing record to edit it, and do not touch the lookup field, it will blank the field upon saving.

If I have just entered a new record and saved it (ID #3) , and edit a different existing record (ID#1), again not touching the lookup field, upon saving it will have replaced the lookedup value (ID#1) with the value selected in creating record ID#3.

I have tried a couple of existing posted solutions, including Refresh and ResetForm on the SharepointIntegration advanced tab, to no avail. This seems like it should be a simple fix, what am I missing.

Steve

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Ami K 15,687 Super User 2024 Season 1 on at

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Hi @Anonymous - you should not need to refresh. You mentioned that you have different power apps forms. In your example, are you creating records and editing records using different forms?

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Community Power Pla... Microsoft Employee on at

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Amik - I am relatively new to this. I have a lookup field on a list that lookups to a list of >5000. I created a customized form. On this form I edited the lookup field to filter such that by entering a letter or two it filters to that record. Upon selection of a record and saving/submitting the form closes and I am back in the list with the new record.
if I go into a previously existing record (and do not access or enter that lookup field) and edit other fields in the record and press save, the record is saved but with the lookup value from the first (new) record.
If I have just opened the list and edit a record and again do not access that lookup field, and press save, the field get blanked.
Not sure if that made it clearer or not. Welcome any thoughts.

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Ami K 15,687 Super User 2024 Season 1 on at

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@Anonymous -

Still difficult to understand the scenario. You have a SharePoint list with a lookup column. You created a custom Form using the Customise Form option in SharePoint.

You select a record from the SharePoint list. I assume the way you select a record is via a Combo Box and then apply something like "ComboBox1.Selected" in the Items property of the Form.

Is that right?

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Community Power Pla... Microsoft Employee on at

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Amik - I have a sharepoint list that has one column that is a lookup to another list that is >5000. I created a custom form to do entry/edit. if I add a new record and save, then go into another record/edit (and do not enter or change the lookup column) when I save the second record, the lookup field will change to that of the first new record I added, or if I have not created a new record that session it will blank the field in that edited record. Hard to explain, I have likely done something simple and wrong. but cannot figure out what it is.

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Ami K 15,687 Super User 2024 Season 1 on at

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@Anonymous ,

Perhaps I am not being clear. I will repeat my 2 questions again and include a 3rd question:

1. You said you have several forms. Are you using different forms to create items and edit items? Or can you create new items and edit existing items using the same form?

2. When you say you have created "several customised forms", does that mean you clicked "Customise form" on SharePoint to automatically generate a 3 screen App? I am assuming you have because you mention SharePoint Integration. However, you have also said you have several forms. It is not clear what your set up is.

3. Could you confirm the below is correct as I have understood it:

You have at least one Form connected to a SharePoint list. That SharePoint list (List 1) includes a Lookup column which returns a field from another list (List 2).
If you edit an existing item and click save without making changes to the Lookup data card value, the form will successfully save but the Lookup field will be saved with a blank in List 1.
If you create a new record (Record 2), and then edit an existing record (Record 1), the existing record will successfully save, but it will save the Lookup field in List 1 with whatever Lookup value you chose from Record 2.

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Community Power Pla... Microsoft Employee on at

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Amik - hopefully clarify not confound :^)
1. I have several different lists with the same problem. Each list has a custom form that has a Lookup column to a separate (distinct) list that has >5000 records. I can "create new items and edit existing items using the same form?" in each case.

2. I believe this is answered in #1, I did follow Integrate>Power Apps>customize forms.

Question 3.
Point 1 - Correct
Point 2 - Correct
Point 3 - Correct

Thank you for your assistance on this, I have hopefully clarified not clouded the issue. cheers, steve

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Ami K 15,687 Super User 2024 Season 1 on at

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@Anonymous ,

I have just created a customised form of a SharePoint List in my Developer environment. The data source contains a Lookup column (Issue ID) from a separate list with 4000 records. I have run each of the two scenarios and I am not experiencing the same issue.

If I edit an existing record without changing the Lookup Combo Box, the record gets saved and the existing Lookup value is maintained.

When I create a new record, and then edit an existing record, the Lookup value is maintained and is not the same Lookup value from the newly created record.

Have you made any customisations to the Form? Could you generally confirm what those customisations were?

You mentioned you set up a Custom filter?

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Community Power Pla... Microsoft Employee on at

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Does it work with 5001 records in the lookup list?

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Ami K 15,687 Super User 2024 Season 1 on at

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@Anonymous - the default data row limit is 500 but can be increased to 2000, not 5000.

I am able to see all 4000 records in the Combo Box, but delegation concerns will prevent me from running any formulas/queries on all records.

I note you do not want to answer any questions again...

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Community Power Pla... Microsoft Employee on at

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https://www.mrsharepoint.guru/resolve-the-sharepoint-item-limit-threshold/

As noted several times my lookup list has greater than 5000 items in it. This is the issue. Not sure why your expecting a response at 8pm on a Friday, although I have no idea what timezone you are in.

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