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Limit choices in dropdown to limit how many times an item can be selected

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Posted on by shutterspeed100

I have a newbie question for an app we are trying to build. We have 10 classes with different amounts of seats in each. To limit the selections staff make, we are trying to use the OnChange action on the dropdown to send a warning if more than a specific number of classes are in the SharePoint list already.

If(CountIf('Engage Classes', 'Class'.Value = "Choice 1") > 3, "Class at max")

I’m not sure if I am using the correct action for this since it does not seem to do anything. Am I using the correct action to check this before submission?

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Ami K 15,689 Super User 2024 Season 1 on at

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@shutterspeed100 - I think the below is what you're trying to do:

If( CountRows( Filter( 'Engage Classes', Class.Value = "Choice 1" ) ) > 3, Notify( "Class at max", NotificationType.Warning ) )

If the Items property of your Dropdown control has been populated with the Class choice field (e.g. Choices(['Engage Classes'].Class), then you can use a slight modification by referencing the Dropdown control itself (Self.Selected.Value)

If( CountRows( Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) ) > 3, Notify( "Class at max", NotificationType.Warning ) )

Note that the CountRows function is not delegable. However, because you are already filtering your list based on a specific Choice from your Choice field, and if you can guarantee that there will not be more than 2000 rows with that criteria, you will be safe to ignore this.

If you want to hide that warning, you can use the With function. This will output the same result as the above, but with the warning hidden:

With( { _prefiltered_data: Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) }, If( CountRows(_prefiltered_data) > 3, Notify( "Class at max", NotificationType.Warning ) ) )

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v-qiaqi@microsoft.com Microsoft Employee on at

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HI @shutterspeed100,

To check it before submission, I think you could keep your If statement, but change it to a Label Text property instead of the OnChange property.

Add a Label and set its Text property as:

If(CountIf('Engage Classes', 'Class'.Value = "Choice 1") > 3, "Class at max")

Then set the Visible property of the Label as:

CountIf('Engage Classes', 'Class'.Value = "Choice 1") > 3

Set the DisplayMode property of your submit button as:

If(CountIf('Engage Classes', 'Class'.Value = "Choice 1") > 3, DisplayMode.Disabled,DisplayMode.Edit)

The above will enforce users to select correct calss before submission.

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shutterspeed100 4 on at

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Thanks, let me give these a try. Both options sound like they would work.

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shutterspeed100 4 on at

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Thanks for pointing me in the right directions. I was able to do what I was trying to do with the code below. Any suggestions on how cleaning it up?

If( Self.Selected.Value = "Choice 2" && CountRows( Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) ) >= 2, Notify( "Class 2 at max", NotificationType.Warning ) ) Or If( Self.Selected.Value = "Choice 1" && CountRows( Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) ) >= 1, Notify( "Class 1 at max", NotificationType.Warning ) ) Or If( Self.Selected.Value = "Choice 3" && CountRows( Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) ) >= 3, Notify( "Class 3 at max", NotificationType.Warning ) )

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Ami K 15,689 Super User 2024 Season 1 on at

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@shutterspeed100 - I would use:

With( { _metadata: Table( { ChoiceText: "Choice 1", Maximum: 1 }, { ChoiceText: "Choice 2", Maximum: 2 }, { ChoiceText: "Choice 3", Maximum: 3 } ) }, If( CountRows( Filter( 'Engage Classes', Class.Value = Self.Selected.Value ) ) >= LookUp( _metadata, ChoiceText = Self.Selected.Value, Maximum ), Notify( Self.Selected.Value & " at max", NotificationType.Warning ) ) )

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