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Anonymous
Not applicable

GroupBy Filter not always showing all items from collection

I have a Power App in development where I have a couple of Dropdowns that get data from a SharePoint list.
When selecting some of the "Function" items, I get all Process assoicated with that Function.
But for a couple of the Functions I only get the first Process.

Information... 
calfunctionvalue is a calcualted (Single Text field) of the Function (Choice Field)
ndworkplan is the sharepoint list

Here are the formulas I have in the App:

Screen - OnVisible:
Collect(WorkPlanFunc,ndworkplan)

1st dropdown(Function):
Dropdown_Function Formula:
GroupBy(WorkPlanFunc.calfunctionvalue,"calfunctionvalue","itemsbycalfunctionvalue")

2nd Dropdown(Process):
Dropdown_Process Formula:
Distinct(Filter(WorkPlanFunc,calfunctionvalue=Dropdown_Function.Selected.calfunctionvalue),Process)

When selecting "Product Development" as the Function, I see all Process items assigned to that function:

proddevprocess.png

When selecting "Employee Experience" I only get the first Process:

employeeexpprocess.png

As you can see below, from the SharePoint list other processes are assigned to that function:

employefunctionSp.png

As I said, this issue only shows for 2 of the 22 Functions.. 

Not sure if there is a limit, even when using a Collection but..

The Product Development Function has 182 Items associated with it, Employee Expereince has 196.

17 REPLIES 17
Anonymous
Not applicable

@RandyHayes 

Function is a Choice Field.. Otherwise the other fields (Process, Subprocess, Milestone, Task, etc..) are Single Text fields.

It seems, for whatever reason, they decided to use a custom List for what I'd consider Projects ( Milestones and Task/task ID's assigned) without using a Task List, nor using Project..

 

I'd LOVE to just start over, but with 1,500+ items and projects in progress I am stuck with what they have.. for now.. 😉

Hoping that if I can get PowerApps to at least make it easier to dispaly the data, then I can work on "enhancing" this by using Project, or at least a Task list. 

Anonymous
Not applicable

@RandyHayes 

The more I look, the more I think it is some kind of limit I'm hitting for these two Functions..
The two functions I'm having issues with have over 200 items associated..
"Employee Experience" is at 268 and the other one I'm having issues with is "Sales" which has 241 items associated with it.

@Anonymous 

Okay, now we're down to business...

First, make sure you're at least at the 2000 record limit - which you have checked.

 

Next, Set the Items property of your DropDown list to the following:  (I will refer to the Function dropdown as ddFunction and the Process dropdown as ddProcess - change accordingly in your app)

   

GroupBy(
   GroupBy(
        AddColumns(ndworkplan, "txtFunction", Function.Value), 
       "txtFunction", 
       "Process", 
       "processItems"
      ),
   "txtFunction", 
   "functionItems"
)

Make sure the DropDown value is set to txtFunction  At this point, the dropdown should show you all the distinct function names.

Now, set the Items property of the second (Process) DropDown to:

   ddFunction.Selected.functionItems 

and make sure your second dropdown box value is set to Process

 

Now, you can set your Gallery items to ddProcess.Selected.processItems

and you will have all the cascading from the first dropdown through to the Gallery.

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Anonymous
Not applicable

@RandyHayes    Smiley Very Happy Smiley Very Happy Amazing how over complicated I made it over multiple days, and you uncomplicated it and made it work in a few posts.. Hoepfully someday I'll reach that level!! Thank you!!!!

The Dropdowns and the gallery are working great! but.. and there is always a "but" right?? 

 

My orginal gallery allowed me to get the number of tasks assoicatied with a Milestone by setting "itemsByMileStoneName":
GroupBy(Filter(WorkPlanFunc,Dropdown_Function.Selected.calfunctionvalue = calfunctionvalue),"Milestone_x0020_Name","ItemsByMileStoneName")

and then a text field of:

Text field = CountRows(ItemsByMileStoneName)

Now that I have a MUCH simplified gallery formula, thanks to you, is there a way to get that count back?

@Anonymous 

Are you referring to the items that will be shown in the Gallery?

If so, then just change the Text propery of your label to CountRows(yourGallery.AllItems)

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Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
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Really want to show your appreciation? Buy Me A Cup Of Coffee!
Anonymous
Not applicable

Sorry, should have included a screen shot.. With the previous gallery formula, I have a Task# field that displayed teh number of task items associated with that Milestone:

Inkedappidea_LI.jpg

Now I of course have a "Formula" error as "ItemsByMileStone" no longer exists..
I'll play around with "GroupBy" for the formula you gave me to see if I can get the count back.

Thanks again!

@Anonymous 

Ah, gotcha...okay.  Looking at the data again, we can actually encapsulate everything into the one DropDown. With this on the Items property (and note I've changed some names to better reflect the grouping):

 

GroupBy(
GroupBy( GroupBy( AddColumns(ndworkplan, "txtFunction", Function.Value), "txtFunction", "Process",
"Milestone ID",
"Tasks"),
"txtFunction",
"Process", "Milestones"), "txtFunction", "Processes" )

Now, for the Process DropDown Items:  ddFunction.Selected.Processes Display value set to Process

Your Left Gallery (I'll call it galMilestones) set the Items property to : ddProcess.Selected.Milestones

In your template for your Label, set the text property to CountRows(ThisItem.Tasks)

And...as as bonus that we haven't gotten to yet...I believe you want to show the tasks in the right gallery (I'll call it galTasks) set the galTasks items property to galMilestones.Selected.Tasks 

 

That should group it all up and cover all the levels.

 

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!
Anonymous
Not applicable

@RandyHayes   Thanks for the help and the Additional information!!
With your help things are looking a heck of a lot better then how they use it now ( filtering in the view)..
I added a Few more fields to the 2nd Gallery, and need to work on presentation/formating now and creating a "Edit Screen", but this part is done thanks to your help!

appidea.png

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