Lookup and Load a user record from CDS into powerApps Form

[WaMCHCH]

Hi, I have a powerApp form that I want load a specific user record from CDS and also the ability to update the record according to that user authentication.

Currently I have a Gallery that display a list of Questions and user can select "Yes or No"

In CDS i have a record of all users responses for example:

Question: how do I read the record in CDS so that the "yes/no" toggle change according to the question number?

how do I update the record when the user change or update the "yes/no" toggle?

[RezaDorrani · Accepted solution]

Hi @WaMCHCH 

Assumptions:

Yes/No column type is CDS is the "Two Options" data type

The Gallery showing question from the data source

then set the default property of the yes no field as

If(ThisItem.'ColumnName2Option'='ColumnName2Option (datasource)'.Yes,true,false)

ColumnName2Option - name of the column in CDS

datasource - name of your data source

In example below - 101 is the name of the column and questions is the name of the data source

Regards,

Reza Dorrani

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly

[v-xida-msft · Accepted solution]

Hi @WaMCHCH ,

Could you please share a bit more about the 101, 102, ... columns in your CDS Entity? Are they 'Two Options' column or 'Option Set' column in your CDS Entity?

Do you want to load record from your CDS Entity into Question Gallery based on the specific UserID?

Further, could you please show more details about the formula you typed within the Items property of the Gallery?

I assume that you want to load record from your CDS Entity into Question Gallery based on the specific UserID, is it true? I have made a test on my side, please take a try with the following workaround:

1. If the 101, 102, ... columns are all 'Two Options' column in your CDS Entity:

Within you Questions Gallery, set the Default property of the Toggle control to following:

If(
    QuestionNumberBox.Text = "101",         /* <-- QuestionNumberBox represents the Label in your Gallery to display the Question number value */
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").101 = '101 (YourEntityName)'.yes, true, false),
    QuestionNumberBox.Text = "102", 
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").102 = '102 (YourEntityName)'.yes, true, false),
    QuestionNumberBox.Text = "103", 
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").103 = '103 (YourEntityName)'.yes, true, false),
    ...
    ...
)

2.  If the 101, 102, ... columns are all 'Option Set' column in your CDS Entity:

Within you Questions Gallery, set the Default property of the Toggle control to following:

If(
    QuestionNumberBox.Text = "101",
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").101 = [@101].yes, true, false),
    QuestionNumberBox.Text = "102", 
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").102 = [@102].yes, true, false),
    QuestionNumberBox.Text = "103", 
    If(LookUp('YourCDSEntity', UserID ="Specific User ID").103 = [@103].yes, true, false),
    ...
    ...
)

In addition, if you want to update the 101, 102, 103, ... column when you switch the Toggle control in your Gallery, please set the OnSelect property to following:

If(
    Toggle1.Value = true,
    If(
         QuestionNumberBox.Text = "101",
         Patch(
               'YourCDSEntity',
                LookUp('YourCDSEntity', UserID ="Specific User ID"),
                {
                  101: '101 (YourEntityName)'.yes
                }
        ),
        QuestionNumberBox.Text = "102",
        Patch(
               'YourCDSEntity',
                LookUp('YourCDSEntity', UserID ="Specific User ID"),
                {
                  102: '102 (YourEntityName)'.yes
                }
        ),
        ...
        ...
    ),
    If(
        QuestionNumberBox.Text = "101",
         Patch(
               'YourCDSEntity',
                LookUp('YourCDSEntity', UserID ="Specific User ID"),
               {
                  101: '101 (YourEntityName)'.no
               }
         ),
         QuestionNumberBox.Text = "102",
         Patch(
               'YourCDSEntity',
                LookUp('YourCDSEntity', UserID ="Specific User ID"),
                {
                   102: '102 (YourEntityName)'.no
                }
         ),
         ...
         ...
    )    
)

More details about updating a Option Set type column in CDS, please check and see if the following blog would help in your scenario:

https://powerapps.microsoft.com/en-us/blog/option-sets-and-many-to-many-relationships-for-canvas-app...

More details about the Patch function, please check the following article:

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/functions/function-patch

Best regards,

[WaMCHCH]

Hi Reza, thank you for your help, is there a way for me to not hard code the colum name in the formular?

For example, each questions has a question number,

Entity : "QUESTION"  {colum heading:   QuestionNumber, QuestionDescription } (a question number [101,102...] and a description)

Entity : "Response"   { colum heading:    employeeID, Q101, Q102, Q103....etc} (Q101,102 refer to the question Number of "Yes/No")

If(ThisItem.'ColumnName2Option'='ColumnName2Option (datasource)'.Yes,true,false)

If(ThisItem.L1QuestionNumber = '101 (L1EmployeeResponses)'.Yes, true,false)

Is there a way for me to not hardcode "101" as there are many column [101,102,103 - 167]

[WaMCHCH]

Thank you. I've implemented what you suggested and it work!