Set People Picker with current user and another list

[JMAFO]

Hello everyone,

I am using a PowerApp connected to a list to submit information and I have a separate list that stores users and their managers. I want to set a people picker in the PowerApp by using the current logged in user and looking up their manager in that separate list. 

What is the best way of doing this?

[RandyHayes]

@JMAFO 

The BEST way to do this is to just have the manager information in their account already...then you have nothing to do.

However, if for some reason you have to separate out the managers and users in another list, then can you explain where the manager relationship comes into your question?  You mention you want to set a people column - but with what - the user or the manager?  And, if it is the manager, how is the manager stored in the other list (what kind of column is it in your list)?

[JMAFO]

Unfortunately these are teams that aren't their actual managers and are more of 'team managers'. 

All columns referenced are people pickers. I want to use the logged in user to lookup their manager in another list and populate the people column with the managers information.

[RandyHayes]

@JMAFO 

Got it!  

So the next question is, are you using an EditForm or some other way to enter this information?  

[JMAFO]

Awesome, the I'm using the NewForm. 

[RandyHayes]

@JMAFO 

Great!  So then, you have this Manager column in the underlying datasource and the Form has automatically added a combobox to the datacard for the manager.

My next question on this would be...do you need a combobox for it?  It seems that you will only have one value that comes from the other list, so having a combobox choice would not be necessary.

[JMAFO]

Good question. So here's the other thing, I have a trigger that is set to email the manager when an item is created and also am using an query in Excel to display this information in a PivotTable. 

I ended up using a lookup function to store the record that matched the user email in the lookup list and then used this to set the default and default selected value of the combobox:

{  
'@odata.type': "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",  
DisplayName:First(leaderR).'Team Leader'.DisplayName,  
Claims: First(leaderR).'Team Leader'.Claims,  
Department:"",  
Email:First(leaderR).'Team Leader'.Email,  
JobTitle:"",  
Picture:""  
}

 leaderR being a collection containing the list item that is looked up from the other list. 

My way may be redundant but it worked.. lol

[RandyHayes · Accepted solution]

@JMAFO 

Yes, thus where I was going with my questions...

You actually don't need to do any of that if your columns are both people columns.  And you certainly don't need any collections.

The question on the combobox need was just a matter of where to put the data.

I would recommend that you just leave the ComboBox in place and set its displaymode to disabled.

The datacard for this should have the standard Default property : ThisItem.ManagerColumnName

The Update Property should be the standard : theComboBoxName.Selected

The Items property of the combobox should become - Choices([@yourmainlist].ManagerColumnName)

The DefaultSelectedItems property should be : Coalesce(Parent.Default, LookUp(yourOtherList, userColumn.Email = currentUser.Email, ManagerColumn))

Replace the names in the above to match your lists and controls and everything should do as you want.

[JMAFO]

As I thought, I was doing it the redundant way! Once again, you've solved another one of my problems. Thank you for your seemingly endless insight!!

I tried your method but am receiving the delegation warning.. would importing the look up list as a collection resolve this?

[RandyHayes]

@JMAFO 

How many records do you have in the other list?  If it is over 2000, then let me know what your current formula is where you get the warning.  If it will not be over 2000, then ignore the delegation warning (just make sure you have your record limit set to 2000).