Delegation warning with "IN" operator on a sharepoint Multiselect (person or group) complex column

[Anonymous]

Hi everyone,

I am trying to build an app which connects to a Sharepoint list which has got a Person or group column with multi selection feature enabled.

In the Powerapps I am showing a gallery which uses below formula to showcase only the  results relevant to this user

Filter(
         Filter(Approvals,   Title=Gallery_approvals_list.Selected.Result),
         Office365Users.MyProfile().Mail in Approver.Email)

A delegation warning is shown for using the "IN" operator

Is there a  workaround for this, because a I am using this formula in lots of places

Thanks in advance

Saurabh

[ganeshsanap]

@Anonymous , What is the delegation warning you are getting? can you please add it here? it will be helpful for us to answer your question easily.

[Anonymous]

Hi 

I am getting this warning

"The highlighted part (the highlighted part being the "IN" operator) of this formula might not work correctly on large data sets"

[v-xida-msft · Accepted solution]

Hi @Anonymous ,

Do you want to get rid of the Delegation warning issue in your Filter formula?

According to the issue that you mentioned, I think you have faced a Delegation issue with your Filter formula. Currently, the 'in' operator is not delegated in SP connector, please check the following article for more details:

https://docs.microsoft.com/en-us/connectors/sharepointonline/#power-apps-delegable-functions-and-operations-for-sharepoint

The Delegation warning issue is not an error, it just means that you could not delegate the Data process from your app to your data source itself. Instead, you could only process data locally. And you could only process 2000 records locally at most.

More details about the Delegation issue in PowerApps, please check the following article:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview

If the amount of records in your SP List is not more than 2000, you could ignore this warning issue. Please make sure set the "Data row limit for non-delegable queries" option to maximum value -- 2000.  Then you need also to modify your formula as below:

Filter(
       Approvals, 
       Title = Gallery_approvals_list.Selected.Result,
       User().Email in Concat(Approver, Email & ";")
)

Please try above formula then check if the filtered results could be displayed well in your Gallery.

If you want to remove the Delegation warning prompt, and the amount of your SP List is not more than 2000, I think the collection could achieve your needs. Please try the following workaround:

Set the OnSelect property of the OnStart property to following:

ClearCollect(RecordsCollection, Approvals)

then modify your formula as below:

Filter(
       RecordsCollection, 
       Title = Gallery_approvals_list.Selected.Result,
       User().Email in Concat(Approver, Email & ";")
)

then re-load your canvas app, then check if the Delegation warning issue is gone.

If the amount of your SP List records is more than 2000, I think there is no direct way to achieve your needs in PowerApps. As a possible solution, you could consider fire a flow from your canvas app, and then retrieve records from your SP list using the flow, then return the retrieved records back to your canvas app, and save it into a collection. After that, you could apply above Filter formula to collection.

Please check and see if the following thread solution or video resource could achieve your needs:

https://powerusers.microsoft.com/t5/Building-Power-Apps/How-to-get-combobox-to-show-all-the-results-from-SP-list/m-p/612204#M193064

https://www.youtube.com/watch?v=2M0zCyu__20

Regards,

[ganeshsanap]

@Anonymous , If the data in your data source exceeds 500 records and a function can't be delegated, Power Apps might not be able to retrieve all of the data, and your app may have wrong results. Delegation warnings help you manage your app so that it has correct results.

500 is the default number of records, but you can change this number for an entire app:  Changing the limit 

I would recommend you to go through below documentation which explains this topic in detail:

Understand delegation in a canvas app 

---

Please click Accept as solution if my post helped you solve your issue. This will help others find the correct solution easily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

[v-xida-msft]

Hi @Anonymous ,

Have you taken a try with the solution I provided above?

Please consider take a try with it, then check if it could help in your scenario. If you have any questions about that, please feel free to let me know here.

Best regards,

[Anonymous]

Hi Kris,

Filter(
       Approvals, 
       Title = Gallery_approvals_list.Selected.Result,
       User().Email in Concat(Approver, Email & ";")
)

This worked flawlessly. I wasn't aware on if & how we could use Concat function for this query.

It was a mistake on my part because I was forgetting that I had put in a first filter already while selecting approvals gallery (Gallery_approvals_list.Selected) & although  the number of titles can be greater than 2000, but the approvers for  those items cannot be more than 2-3 max.

Another thing about this the delegation warning was being shown only for the second filter "IN", which I know practically won't be a hurdle.

Thanks

Saurabh

[YatinMumbai]

To resolve the delegation issue with SharePoint, I was able to compromise IN operator with StartWith function. StartsWith is delegatable. If this scenario works for you, here is the solution.

Gallery - PTW Form with source as SharePoint document library with meta-data columns,
Search box  - TextSearchBox1,
SharePoint columns - Permit_No, Project, Area.

User can type text in Search box and the gallery will get filtered by text starting with in any of the 3 SharePoint columns (OR statement).

Filter([@'PTW Form'],
StartsWith(Permit_No,TextSearchBox1.Text)
|| StartsWith('Project',TextSearchBox1.Text)
|| StartsWith('Area',TextSearchBox1.Text)
)

The other benefit is paging (100 items at a time), so mobile app performance is well managed and I don't need to load all records at once.

[DhananjayGandhi]

Hello All,

I have found a way to get rid of the delegation when you use "in" operator with filter to filter multiselect values:

1. I have list of students (Single Line of text) and their subjects (Multiselect column) in SharePoint:

2. I have added a blank gallery and now I want to filter the students based on the drop down, so I will write the formula in the 'Items' Property of the gallery which will give me delegation:
Filter(Students,ComboBox1.Selected.Value in Subjects.Value)

As you can see, it gives us a delegation warning.

3. To remove the delegation, I will write the formula in 'Items' Property:

Filter(AddColumns(Students,"Yes/No",If(ComboBox1.Selected.Value in Subjects.Value,"Yes","No")),'Yes/No'="Yes")

As you can see the delegation has been removed.

I used 'AddColumns' on Students table and added a column 'Yes/No' and in the expression part I am checking if Combox selected subject is present in the Subjects Multiselect column, if yes then value will be 'Yes' else 'No'. Then I filtered the virtual table created by AddColumns and put the condition on the virtual column Yes/No to filter out only 'Yes' Values.

In that way you can get rid of the Delegation in filter.

Thank you