SharePoint Integrated Forms - Power Apps

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Posted on by SV-03102141-0

Hi all! I am really struggling here!

I have a custom Canvas Power App/Form linked to a SharePoint document library ("Invoices Library") as the data source. I created, from the "Integrate/custom PowerApps" in SharePoint, a form to tag the document. On the form, I use lookup formulas to default certain tags to values stored on the SharePoint list ("Vendor"). When I select the Vendor Name on the library form, other fields, such as Method of Payment, Sensitivity, Account Number, etc. populate the form. Things to note, the library and list are on different sites. Vendors Name is MMD (managed metadata). Method of Payment, Sensitivity Label are Choice fields and Account number is a Text field. As an example, I'll use Method of Payment. This works perfectly UNLESS my user changes the value (overrides the value with a different value from the SharePoint library). The value writes (patches) back to the SharePoint list but if the user opens the form again, it defaults back to the value on the list. Therefore, if they changed it, they have to remember to change it again. I thought this had something to do with the form mode (New, Edit, View) but I've tried changing them and have had no luck. What am I doing wrong?

On the app:

Vendor Name

Items: Choices([@InvoicesLibrary].'Vendor Name')

VendorDocType:

Items: Choices([@InvoicesLibrary].'Vendor Doc Type')

Default: Parent.Defualt (which is Invoice)

Method of Payment

Items: Choices([@InvoicesLibrary].'Method of Payment')

DefaultSelectedItems:

 
If(
    VendorDocType.Selected.Value = "Invoice",
    (LookUp(
        Vendor,
        'Vendor Name' = VendorName.Selected.Label,
        {Value: 'Method of Payment'}
    ))
)

Categories:

Using Apps Using Formulas

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SV-03102141-0 8 on at

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SharePoint Integrated Forms - Power Apps

Hi WarrenBelz:

Thank you for your reply. The formula you proposed brings back the default value from the Vendor List, allows the user to select a new value and patches the new value to the SharePoint list but when opening the form, reverts back to the default value from the Vendor List. I also have a message under the formula. I attached some screenshots:
WarrenBelz 146,618 Most Valuable Professional on at

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SharePoint Integrated Forms - Power Apps

Hi SV-03102141-0

Try
If( VendorDocType.Selected.Value = "Invoice", { Value: LookUp( Vendor, 'Vendor Name' = VendorName.Selected.Label ).'Method of Payment' }, ThisItem.'Method of Payment' )
SV-03102141-0 8 on at

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SharePoint Integrated Forms - Power Apps

Thank you for your reply. Unfortunately, I'm still stuck.

First, I had to use { } to get the values from the SP list.

Next, I tried this formula based on your reponse:

If(
VendorDocType.Selected.Value = "Invoice",
LookUp(
Vendor,
'Vendor Name' = VendorName.Selected.Label,
{Value: 'Method of Payment'}
),
(ThisItem.'Method of Payment')
)

What I'm trying to accomplish is the following:

If the user chooses, Invoice and the Vendor the user chooses matches a Vendor Name on the Vendor list in SharePoint, return the Method of Payment, else keep what the user selects when the user opens the form again.

It appears that the formula is running every time the user opens the form. I don't want it to look it up if the user changes the value to something besides the defualt.
Suggested answer

Nandit 1,563 Super User 2025 Season 1 on at

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SharePoint Integrated Forms - Power Apps

Hi

I think your DefaultSelectedItems property for Method of Payment should like this, do update and give it a try:

If( VendorDocType.Selected.Value = "Invoice", LookUp( Vendor, 'Vendor Name' = VendorName.Selected.Label ).'Method of Payment', SomeOtherValueOrBlank )

Hope this helps.

Kind regards,

Nandit

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