Searching on SP ID in powerapps

[RvdHeijden]

Im building an App based on a sharepoint list and I want to search based on the Sharepoint ID.

But when i check the colums powerapps retrieve from my SP List the ID column doesn't seem to be found or it's a very long string of data instead of the ID's shown in the SP list

Any ideas on how to retrive or convert the data because I need to build a searchfield on that SP id

[RvdHeijden]

@WarrenBelz ive tried the same thing on another numeric column and basically with the same result, it opens the combobox but does NOT show any values.

Im thinking that is has something to do with the number of rows in the SP list but if we think outside of the box. What are my options if the datasource is a SP list with more then 2000 rows and growing and I need a searchfunction on different columsn, should i work with a collection or something completely new ?

[WarrenBelz]

Hi @RvdHeijden ,

This is very strange to say the least and not something I have never seen before (a combo box and drop-down essentially take the same Items and display then similarly in the "primary" column).

A collection will only retrieve 2,000 (maximum) records unless you want to go for big collection alternatives - I have a blog on this.

Also a Combo Box works on 10,000 records - you just cannot search in that one. Sorry, but none of this makes sense to me.

[RvdHeijden]

@WarrenBelz Ive read your blog but Im a little confused on what to do next so I'm hoping you'll walk me through this.
As you know i have a SP list which now has around 2700 records (and growing) so basically it's to big for PowerApps as is (max 2000 rows)
I think I need to use a collection because I understand, through your blog, that this works up to 4000 records but seeing the list will grow I think I need to go for your third option (Bigger then 4000 records) 

In the APP --> OnStart function Ive set Collect('colGBO' ; GBO Particulier') 

Then Ive changed the gallery and comboboxes to get the items from the collection (=colGBO) instead of the datasource but unfortunately the last row being found is id 2019 (probably deleted 19 rows) so I still only get 2000 rows from sharepoint, what am I doing wrong ?

I read somewhere I need to create multiple Collections and then combine multiple collections into 1 big collection is that true and how should I do that ?

[WarrenBelz]

Hi @RvdHeijden ,

My blog runs through the various options on Collections. Once you get beyond the "up to 4,000" option, you need the "shadow ID" field in all your records. I also have a post how to collect the entire list using this number. Note however that the bigger they get, the actual collecting can be a performance issue.

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[RvdHeijden]

@WarrenBelz I've read this blog to but I must admit that it is to advanced for me and I dont really understand that formula

Clear(colAllList); With( { wSets: With( { wLimits: With( { wLimit: Sort( 'GBO particulier', SeqNoField, Descending ) }, RoundDown( First(wLimit).SeqNoField / 2000, 0 ) + 1 ) }, AddColumns( RenameColumns( Sequence( wLimits, 0, 2000 ), "Value", "LowID" ), "HighID", LowID + 2000 ) ) }, ForAll( wSets As MaxMin, Collect( colAllList, Filter( 'GBO particulier', SeqNoField > MaxMin.LowID && SeqNoField <= MaxMin.HighID ) ) ) )

In another post I've read a different formula but that still has the limitation for 2000 rows

Concurrent(
ClearCollect(colGBO1;Filter('GBO particulier';'GBO ID nr'<1000));
ClearCollect(colGBO2;Filter('GBO particulier';'GBO ID nr'>=1000 And ID<2000));
ClearCollect(colGBO3;Filter('GBO particulier';'GBO ID nr'>=2000 And ID<3000));
ClearCollect(colGBO4;Filter('GBO particulier';'GBO ID nr'>=3000 And ID<4000))
);;
ClearCollect(colGBO;colGBO1;colGBO2;colGBO3;colGBO4);;

Edit: this formula gives delegation warnings on the >=, > and < part of the formula

I want to try your formula but Im not sure on how to adapt it with my colums and collection name(s) can you help me with this ? there are to many parts , in your formula I do not understand. What info do you need to help me adapt your formula ?

[WarrenBelz]

@RvdHeijden ,

It is a bit hard to guide without you having some basic understanding here, but assuming: -

• 'GBO particulier' is your list name
• 'GBO ID nr' is a numeric field containing a unique sequential value on each record
• Your Delegation limit is set at 2,000

The below should make a collection colAllList containing all the items in your list.

With(
   {
      wSets: 
      With(
         {
            wLimits: 
            With(
               {
                  wLimit: 
                  Sort(
                     'GBO particulier',
                     'GBO ID nr',
                     Descending
                  )
               },
               RoundDown(
                  First(wLimit).'GBO ID nr' / 2000,
                  0
               ) + 1
            )
         },
         AddColumns(
            RenameColumns(
               Sequence(
                  wLimits,
                  0,
                  2000
               ),
               "Value",
               "LowID"
            ),
            "HighID",
            LowID + 2000
         )
      )
   },
   ForAll(
      wSets As MaxMin,
      Collect(
         colAllList,
         Filter(
            'GBO particulier',
            'GBO ID nr' > MaxMin.LowID && 'GBO ID nr' <= MaxMin.HighID
         )
      )
   )
)

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[RvdHeijden]

@WarrenBelz the column 'GBO ID nr' is the Sharepoint ID column which isn't delegable, so how do I fix that ?

Furthermore I've noticed there are 3 strings in the formula (marked in red), but do I need to change them ?

"Value"

"LowID

"HighID"

I've used and altered your formula and I do not get any errors or red lines just a few delegable bleu lines but that probably has to do with the max 2000 rows

[WarrenBelz]

@RvdHeijden ,

That is correct and as per my blog, this simply will not work with the ID column. You need another sequential unique numeric identifier in the list. I always maintain a numeric field (called IDRef) in my lists and write the ID to it when a record is created. You also do not need to change the items in red.

The other possibility is if you have another text or numeric field that is always filled with a set value of a small number (such as a Status field) and no single item set will contain more than 2,000 records. You can then collect each set and combine them.

Other than that, you cannot collect the whole list of this size.

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[RvdHeijden]

@WarrenBelz I think I need to get that shadow column based on the sharepoint ID field because my app needs to be able to filter on that number.

You say that it's possible to create a new column which copies the value in that ID field right ?

Do I need to create that field in SP or in PA ?

And how do I do that, is there a formula or do I need to create a flow to do so ?

[WarrenBelz]

Hi @RvdHeijden ,

The field needs to be a numeric field in SharePoint. If you always create new records in Power Apps, you can put this on the OnSuccess of the New Form

Patch(
   YourListName,
   {ID:Self.LastSubmit.ID},
   (YourShadowField:Self.LastSubmit.ID}
)

It is safer to do a Flow on "When an item is created". You will also have to "back populate" existing items.

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