Retain a dropdown box selection when outside delegatable range

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Posted on by StuCundy

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Hi there

I am having issues with a custom form in sharepoint. I have a dropbox making a selection from a list of over 2000 items. I have a searchbox to filter the items so I can get want I want.

Filter(HOSTFAMILIES, StartsWith(Title, HostSearchBox.Text))

When I edit an item and make a selection it updates in sharepoint OK. When I open the item up again in the customised form, if the selected dropbox item is outside the delegatable range it defaults back to the first item in the lookup list. If I have selected an item within the delegatable range then it holds.

My default on the dropbox is ThisItem.HostTitle (which is the name of the card with the dropdown)

So what I want is the dropbox selection to retain whatever I select even if it is outside the unfiltered delagatable range. I think its simple but I cant work it out. Thanks

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KrishnaV 5,023 on at

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Hi @StuCundy ,

In PowerApp only a very few functions are delegable and the list of them are:
https://powerapps.microsoft.com/en-us/blog/sharepoint-delegation-improvements/

coming to losing the context of the dropdown we need to change the value from ThisItem.HostTitle to Lookup(datasource,<< Condition>>).

I hope this resolved your issue if you see any challenge let me know I am always happy to help.
Regards,
Krishna
If this post helps, then please consider Accept it as the solution and give thumbs-up to help the other members find it more.

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StuCundy 377 on at

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Hi @KrishnaV
i did enter the following in the default of the dropdown box
LookUp(HOSTFAMILIES,Title=ThisItem.HostTitle,Title)
however I have the same result. the selection doesn't hold as it is outside the first 200 items. I wonder if this is where I need to have a dropbdown box using a distinct function? will that help hold the selection?

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v-xida-msft Microsoft Employee on at

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Hi @StuCundy ,

Yeah, you are right. Currently, there is an known limit with the Dropdown control -- it could only show a maximum of 500 items. If you select a option outside this limit, the stored option would not be displayed within this Dropdown box.

As an alternative solution, please consider add a ComboBox (ComboBox1) inside the HostTitle field data card instead of the Dropdown control to list available options. Set the Items property of the ComboBox to following:

HOSTFAMILIES

specify the Title field as Search field and Primary Text within this ComboBox.

Set the SelectMultiple property of the ComboBox1 to following:

false

set the DefaultSelectedItems property of the ComboBox1 to following:

{ Title: ThisItem.HostTitle }

set the Update property of this HostTitle field data card to following:

ComboBox1.Selected.Title

Note: I assume that the HostTitle field is a Text type column in your SP List.

Please consider take a try with above solution, check if the issue is solved.

Best regards,

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StuCundy 377 on at

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Hi @v-xida-msft and @KrishnaV

I have created the combo box as you suggested and followed the instructions. I agree its a better option for me but I still cannot get records outside the 2000 range. So I will add a second dropbox or combo box to get Distinct() to filter the number to a smaller group.
The problem I have now is that the Choice type field I want to use the Disctint () on does not appear in my list of available fields. Infact no choice type fields appear in the available fields for the combobox to use. Will I have to change the nature of that field?

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v-xida-msft Microsoft Employee on at

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Hi @StuCundy ,

Could you please share a bit more about the "Owner" field? Is it a Choice type column?

If you want to display distinct Choice type field values within the Dropdown box or ComboBox, please take a try with the following workaround:

Set the Items property of the Dropdown box or ComboBox to following:

Distinct(HOSTFAMILIES, Owner.Value)

If you want to display a distinct Text type field values within a Dropdown box or ComboBox, please set the Items property to following:

Distinct(HOSTFAMILIES, TextTypeColumnName)

If you want to display a distinct Choice type field values within a Dropdown box or ComboBox, please set the Items property to following:

Distinct(HOSTFAMILIES, ChoiceTypeColumnName.Value)

Note: Please type above formula within the Items property of the Dropdown box or ComboBox directly, rather than use the "Depends on" option of Dropdown box or ComboBox.

Please take a try with above solution, then check if the issue is solved.

Best regards,

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StuCundy 377 on at

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Hi @v-xida-msft
Thanks for your assistance. Yes the Owner field is a choice type in the SP list "HOSTFAMILIES"

I have tried the workaround without success.
Distinct(HOSTFAMILIES, Owner.Value)
This issue I have is that no choice columns appear in the datasource. see pic
Note : I have over 10 choice columns in this list, none of which show here.
So I'm assuming that's for a reason, maybe its a choice trying to choose a choice. So any way using your suggestion gave blank results.

So just to clarify, the custom form and datasource in the form is for the list "LongTermStudents" In "LongtermStudent" I have column "HostTile" (Single line of Text type) which I want to select the host from SP List " HOSTFAMILIES" using Title (being the unique identifier)
Note: yes I also have HOSTFAMILIES data source in the form but the actuall Edit Form data source is "LongTermStudents" Is this where I have gone wrong. Maybe I need to have a second column in "LongTermStudents" showing Owner?

What is kind of working...
In my custom form I have put the following in the OnVisible property of the screen containing the form;
ClearCollect(ColHostOwner, {Result: "Select Host Owner"}); Collect(ColHostOwner, Distinct(HOSTFAMILIES,Owner.Value))
Giving me a Distinct list of the owners. This works.

I can then select a HostTitle

So the question I have is what different senario would your workaround work?
Do you know why the choice fields do not show in the field option of the ComboBox in this situation
lastly how do I keep the default selection of ComboBox showing the Owner options? Or as I now have a collection I cant as it clears each time the app is closed

Thanks so much for your help and I hope I make sense.

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v-xida-msft Microsoft Employee on at

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Hi @StuCundy ,

I have made a test on my side, and don't have the issue that you mentioned. The Distinct formula works well on my side. Please set the Items property of the Dropdown box or ComboBox to following:

Distinct(HOSTFAMILIES, Owner.Value).Result

or

Split( Concat( HOSTFAMILIES, Owner.Value & ";" ), ";" ).Result

Note: When you apply above formula within the OwnerComboBox, you could only select Result property under the OwnerComboBox. In other words, in Primary text or SearchField of the OwnerComboBox, you could only select Result property.

I also agree with your solution almost, you could save the Distinct formula result into a collection, then apply the collection to your OwnerComboBox.

If above formula could achieve your needs, or you have solved your problem, please go ahead to click "Accept As Solution" to identify this issue has been solved.

Best regards,

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