Show Checkbox Selections From SharePoint List on Edit Form

[Siddz]

When I navigate to an Edit Form screen, my checkbox values are not populating from my SharePoint list.

I inserted a gallery control inside a datacard on a form (as outlined in this great Multi Select Checkbox in Power Apps video). I replaced the form's default multi-select dropdown control with a gallery of checkboxes, which works great on a New Form. However, when I view the Edit Form, the checkboxes within the gallery are not showing the values stored in my SharePoint list.

Scenario:

If a user navigates to the Edit Form and checks a few checkboxes, but then decides to cancel the form, the new values remain checked when the user returns to the Edit Form. I created a collection to store the checkbox values, but the values in the collection aren't matching the values stored in SharePoint if an Edit Form is cancelled. 

App details:

Gallery control's Items property:

Choices([@My_SP_List].My_SP_Column) // This retrieves the values from the multi-select choice column in SharePoint

 Checkbox control's Text property:

ThisItem.Value

Checkbox control's OnCheck property:

Collect(colMy_Collection, ThisItem) // Created a collection to hold the checkbox values

Checkbox control's OnUnCheck property:

Remove(colMy_Collection, ThisItem)

Gallery datacard's Default property:

colMy_Collection 

Gallery datacard's Update property:

colMy_Collection

Edit Form Screen's OnVisible property:

Clear(colMy_Collection) // This successfully clears the collection

Form Screen's Cancel button (OnSelect property):

ResetForm(FormName); Navigate(ScreenHome); Clear(colMy_Collection)

[Siddz]

Hi, @WarrenBelz.

This is a Canvas App. I have a form with a SharePoint list as the data source. There's a button to access the form (OnSelect property):

Navigate(ScreenEditForm); Clear(colMy_Collection) // The button's OnSelect property

The Edit Form's Item property retrieves the record of the logged in user: 

LookUp(SP_List, Name_Field.Email = currentUser) // The form's Item property

 The currentUser variable is set in the app's OnStart property:

Set(currentUser,User().Email);

I replaced the form's default multi-select control with a gallery that has a checkbox input. The new checkbox input submits data correctly to the SharePoint list, but when a user returns to the form, their stored checkbox selections are not populating.

[WarrenBelz · Accepted solution]

Hi @Siddz ,

This is the question I have been asking right from the start - we have finally got there  . . .

Your app only ever displays one record - the one belonging to the current user (as you would appreciate, this is very unusual). I am also now assuming the form will never be in New Mode? If so, the button's OnSelect would be

ClearCollect(
   col_myCollection,
   LookUp(
      SP_List, 
      Name_Field.Email = currentUser
   ).SP_ColumnName
);
Navigate(ScreenEditForm)

Get rid of the OnVisible code on your screen and any clearing of the collection other than the above.

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[Siddz]

@WarrenBelz,

I'm displaying the logged-in user's record in the form. When a user clicks an "Edit Profile" button, there's a lookup in the form's Item property that returns the current user's list item:

LookUp(SP_List, Name_Field.Email = currentUser)

All of the user's fields are displayed except for the checkbox control values in the gallery. The gallery with the checkboxes is displaying the choices from the SharePoint list, but it's not returning the user's selected values.

I've tried using the Filter() and LookUp() functions in the gallery's Default property to pull in the user's checkbox values, but that either doesn't work or I haven't been able to use the correct syntax. I've also tried using your suggestion for the screen's OnVisible property, but I don't have a gallery to reference on the last line of code (GalleryName.Selected.ColumnName)

If(
   YourFormName.Mode = FormMode.New,
   Clear(colMy_Collection),
   ClearCollect(
      colMy_Collection, 
      GalleryName.Selected.ColumnName // This is where I'm stuck. I don't have a gallery to reference
   )
)

[Siddz]

@WarrenBelz,

Thank you! The checkboxes are now reflecting the user's SharePoint values, and if the user cancels the form after making additional checkbox selections, the checkbox values revert back to the stored SharePoint values as intended. 

You're correct in assuming that this particular form will always be in Edit mode. It's the exact same form as the New form, but I'm using it to return only the logged-in user's record. It would likely be more efficient to use the same form for both New and Edit modes, but I'm still learning how to do that 🙂.

One important step that was left out of the referenced video (it's in the video's description) is to set the Default property of the checkbox control to this:

ThisItem.Value in colMy_Collection.Value

Thank you again for your help and patience! You're awesome.

[WarrenBelz]

@Siddz ,

No problem - just remember that a responder cannot see your app or data and the answers provided are only as good as their understanding from your description - I have a blog that may interest you.

It is good that you found the Default

ThisItem.Value in colMy_Collection.Value

(you are right, I checked the video and it is not included) as it certainly will not work without this element.

[Siddz]

@WarrenBelz,

Thanks again! And thanks for linking the blog post. Great information.

[Anonymous]

Hello,

Would you be able to share the code you utilized? I'm using almost the exact same scenario except utizizing Json from th SharePoint side which brings a customer to their submitted item from the SharePoint list in edit mode. Unfortunately, I can not get the checkboxes to recollect in Edit mode and they remain blank.

What did you utilize in the OnVisible property to pull from the SharePoint list?

[Siddz]

Hi, @Anonymous .

For the screen's OnVisible property, I'm using:

If(FormName.Mode <> FormMode.New, 
  ClearCollect(collectionName,
     LookUp(SharePointList, 
      PersonFieldInSPList.Email = PersonFieldOnForm.Selected.Email
    ).NameOfCheckboxControlInSP);
)

[Craig_Cowley]

 Hi,

I'm following the same video, I seem to be getting an error from the collection name in the Default and Update properties of the datacard containing the gallery. I guess this is why changes aren't being saved and recalled.

I've tried changing it to CollectionName.Value and ThisItem.Value in CollectionName.Value neither seems to resolve the error.

Any assistance would be welcome 

[Siddz]

Hi, @Craig_Cowley.

What type of error are you getting? For the data card's Default and Update properties, I have the name of the collection.  My collection is on a form, and I'm retrieving the user's data and storing it in the collection using the screen's OnVisible property as described above. Also, the Default property of the text box is:

ThisItem.Value in colMy_Collection.Value