Limit people picker options in a Form to members of a group

[remariu]

I am using a PowerApps form which is connecting to a SharePoint List.  One of the columns is a person column.  I am trying to limit the options to the members of a specific group.  I have tried the following options but have not been successful in getting any of them to work.

1) Using existing datacard, changes items to Office365Groups.ListGroupMembers("xxx").Value. 

2) Changed the datacard input box to a drop down and used the Office365Groups.ListGroupMembers("xxx").Value 

Any thoughts on how to do this?  

[Amik]

"have not been successful in getting any of them to work." is not very descriptive @remariu - what is not working? Is there an error message?

I note in your post you have not mentioned what you're doing in the Update property of the Datacard, so I assume by "not working", you mean the selected person is not being saved back to your data source?

[remariu]

Hi Amik,

For #1 above, I'm using the existing datacard so I'm not making any changes to the Update control.  I have tried using the formula in the items property of the control and I have also created a collection on start with the group members. (Not that I really expect the functionality to change, but wanted to try)  I can select the name, it shows up in the control, but when I submit the form, the user name doesn't save.  So that led me to option 2.  If I create a new dropdown or combobox component within the datacard, I have the same issue.  The Update property is set to either Dropdown1.Selected or ComboBox1.Selected.  I have also tried the layout for this new component as a single layout and a person layout.  Neither of them work. 

I was thinking that this application shouldn't be that difficult to implement.  So, I was checking to see if there was a different way of accomplishing this.  I'm just surprised that no one has tried to limit the choices in a people picker.

Thanks,

Renee

[Amik · Accepted solution]

@remariu - assuming the People field has been configured to be single-select in your SharePoint list, I would expect you to have the following set up:

1. On the Items property of the ComboBox control:

Office365Groups.ListGroupMembers(
    "xxx",
    {'$top': 99} //number of group members to retrieve (from 1 to 999, default is 100).
).value

2. On the DefaultSelectedItems:

Parent.Default

3. On the Update property:

{
    DisplayName: "",
    Claims: "i:0#.f|membership|" & Lower('Your ComboBox'.Selected.mail),
    Department: "",
    Email: "",
    JobTitle: "",
    Picture: ""
}

4. On the Default property of the DataCard, use:

First(
    Filter(
        Office365Groups.ListGroupMembers("xxx").value,
        mail = ThisItem.'Your People Field'.Email
    )
)

[remariu]

Thank you so much for that suggestion!  Changing the Update property to what you referenced allowed me to save the information to the sharepoint list.  However, I'm not able to pull the data back from the sharepoint list in the form.  In other words, the form is not reading the data properly from the sharepoint list.  Hopefully, that makes sense.  

[Amik]

@remariu - apologies not sure why I excluded step 4. I have updated my original response.

[remariu]

Wow!  Thank you Amik!  I greatly appreciate your help. Everything works great!

[Amik]

@remariu - glad to hear. Please remember to accept the solution.

[stashamerz]

I use this set up frequently, our organization as a whole is over 16,000 people of which our department is 580.

My question is this: When limiting a people picker there is a delay of 1-3 seconds while the appropriate names populate. Is there a way I can decrease this population time? In one use case entries must made as swiftly as possible and it would be helpful to reduce the lag time.