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PowerApps app is not displaying items in a SharePoint List

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Posted on by CU13061900-0

I can add/amend/delete items in a SharePoint list which is being used as a data source in a PowerApps app, however any changes in the List are not reflected in the app. For example, if I add a new item to the List, this does not show up when filtering through the List via a Gallery in the app.

**edit**

The gallery's Items is pointed directly at the SharePoint List with a Search filter:

Sort(Search([@SP_List], SearchInput1.Text,Title,Description),Title)

**end edit**

I have tried:

- refreshing the data source [refresh(myList)]

- changing the 'Offline and sync' options to remove the possibility of an old version of the List being cached. No effect.

- checked the default view for restrictions. Default view: 'All items'.

The weird thing is that I can add items using to the List using the App. I don't understand why I can't then see them via that app in a Gallery. Aghhhh!

The List is hosted on a SharePoint site for which I am a member. The app is hosted on my organisation's default environment.

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Kushal_M 251 Super User 2026 Season 1 on at

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Hello CU13061900-0,

The most likely causes are stale/cached gallery data or the gallery being bound to a collection/variable/filter snapshot instead of directly re-evaluating the SharePoint list, so SharePoint changes don’t immediately appear even though writes succeed. Please check the gallery’s Items property: if it uses a collection, variable, or complex filter, that object may not be refreshing when the list changes. Another common reason is delegation/filter logic, where new items exist in SharePoint but are excluded or not returned to the gallery because of non-delegable search/filter formulas or row limits. The practical fix is usually to run Refresh(MyList) and thenReset(Gallery1), or if the gallery uses a collection, rebuild it with ClearCollect(colX, MyList) after save/navigation. If it still persists, use Monitor / Power Apps troubleshooting guidance to inspect connector calls and confirm permissions, connections, and whether the app is actually receiving the updated SharePoint rows.

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WarrenBelz 155,723 Most Valuable Professional on at

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Hi @CU13061900-0,

Can you please post the Items of your Gallery and also how you are updating your List (Patch/SubmitForm etc). You should not have to refresh the List if your Gallery is based directly on it (or a filtered view of it).I am assuming here (as you posted) that you can see the records directly in SharePoint.

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MS.Ragavendar 7,352 Super User 2026 Season 1 on at

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@CU13061900-0,

Please provide the formula (Power Fx) which you have used, by looking into the text we cannot derive any accurate results.

as @WarrenBelz mentioned please provide necessary insights and screenshots you can also try the suggestions which made by @Kushal_M.

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11manish 3,038 on at

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The most common causes of this behavior are:

The gallery is using a filter that excludes the new item.

The gallery is bound to a collection that isn't being refreshed.

A delegation limit is preventing the new record from being retrieved.

for more accurate response, please share more details ( formulas and others).

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CU13061900-0 6 on at

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@Kushal_M @WarrenBelz @11manish @MS.Ragavendar

Thanks all for your responses.

I've edited the question to include the Gallery's Items formula - it is pointed directly at the SP List.

The SP List is being updated by an EditForm in FormMode.New which is submitted when a button is pressed - SubmitForm(EditForm)

After a new item is submitted to the list, I can see it directly in the list when viewing it via the SP Lists application. However, it does not then populate in the PowerApps gallery. Any new item in the list does not show in the gallery.

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MS.Ragavendar 7,352 Super User 2026 Season 1 on at

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@CU13061900-0,

Point 1 :

Sort(
Search([@SP_List], SearchInput1.Text, Title, Description),
Title
)

The problem is: Search() is non-delegable for SharePoint, it will works maximum for 1 to 2000 records based on the limit which you configured in power-apps.

Replace search with filter

SortByColumns(
Filter(
SP_List,
IsBlank(SearchInput1.Text) ||
StartsWith(Title, SearchInput1.Text) ||
StartsWith(Description, SearchInput1.Text)
),
"ID",
SortOrder.Ascending
)

(or)

With(
{ _search: SearchInput1.Text },
SortByColumns(
Filter(
SP_List,
IsBlank(_search) ||
StartsWith(Title, _search) ||
StartsWith(Description, _search)
),
"ID", SortOrder.Ascending
)
)

Also read excellent article from @WarrenBelz he covers detailed about delegation with sharepoint https://www.practicalpowerapps.com/delegation/power-apps-delegation-sharepoint spend some time on this this will be helpful in the next implementations.

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

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WarrenBelz 155,723 Most Valuable Professional on at

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Hi @CU13061900-0,

Just endorsing @MS.Ragavendar's alternative here - your issue I suspect is your list size and you can really only use StartsWith() if you want to see all the records. One small thing - if you set the Default of SearchInput1 to "" (empty string), you do not need the IsBlank() test.

One alternative (which may not be suitable for your situation), if you really want to see the latest record/s.

With( { _Data: Sort( SPList, ID, SortOrder.Descending ) }, Search( _Data, SearchInput1.Text, Title, Description ) )

The effect of this would be to use the latest (500 - 2000) Data Row Limit of your List (previously you were searching on the oldest)

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CU13061900-0 6 on at

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@WarrenBelz @MS.Ragavendar

You are both superstars; swapping Search for Filter as suggested has done the trick. I'll do the reading as suggested and continue on my PowerApps learning journey.

Thank you for your kind assistance!

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