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)

[WarrenBelz]

Hi @Siddz ,

You are not collecting the items to show them in Edit or View Mode - run this on your Gallery OnSelect if it is on the same screen as the form

ClearCollect(
   colMy_Collection,
   ThisItem.My_SP_Column
)

and on your New button

Clear(colMy_Collection)

If on a different screen - change the OnVisible to this

If(
   YourFormName.Mode = FormMode.New,
   Clear(colMy_Collection),
   ClearCollect(
      colMy_Collection,
      YourGalleryName.Selected.My_SP_Column
   )
)

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[Siddz]

Thanks, @WarrenBelz.

My gallery is on the same screen as my form, but I am unable to use this formula in the gallery's OnSelect property:

ClearCollect(
   colMy_Collection,
   Self.Selected.My_SP_Column
)

I'm not getting ".Selected" as an option after Self. 

In the screen's OnVisible property, I also tried inputting this formula (as suggested at this point in the video), but I have a form instead of a gallery.

If (
    FormName.Mode <> FormMode.New,
    Collect(
         colMy_Collection,
         GalleryName.Selected.SP_Column // I don't have a gallery to reference here; only a form
     )
)

[WarrenBelz]

@Siddz ,

Take #2 - problem with free-typing code - should be ThisItem.My_SP_Column - corrected on original post. 

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[Siddz]

@WarrenBelz,

I think we're getting closer. However, the screen's OnVisible property is not allowing me to select the SharePoint column (only .Value or .Checkbox appear)

If(FormNam.Mode <> FormMode.New, Collect(colMy_Collection, GalleryName.Selected.SP_Column))

 The new gallery is not retrieving the stored checkbox values from the SharePoint column for some reason. 

[WarrenBelz]

Hi @Siddz ,

If the Form and the gallery the record is selected from are on the same screen, delete the screen OnVisible code and use the Gallery OnSelect code I provided (as well as the Clear(CollectionName) before the new record generation).

If they were on different screens (not that is matters here), you are selecting the wrong gallery - you would want the one you are selecting the record from, not the one with the checkboxes (I assume you are selecting the form record from a gallery).

Last thought (and you did not state this), but is the a SharePoint Integrated Form? If so, different set of rules here and this may not work as you expect all the time.

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[Siddz]

Thanks, @WarrenBelz.

The gallery is inside a datacard on my form. There's only one gallery on the form, and that gallery contains the checkbox control. Maybe that's the issue. 

When I add this code to the gallery's OnSelect property, I don't have the option to reference my SharePoint column (only IsSelected or Value)

ClearCollect(
   colMy_Collection,
   ThisItem.My_SP_Column
)

[Siddz]

My collection is returning the number of SharePoint list items instead of only the selected checkbox values.

This is my screens OnVisible property:

Clear(colMy_Collection); ClearCollect(colMy_Collection, SP_ListName.SP_ColumnName).Value

The Checkbox's Default property is:

ThisItem.Value in colMy_Collection.Value

Just trying to provide more information. I'm not sure how to only return the checkbox values previously submitted by the user. 

[WarrenBelz]

@Siddz ,

So this is a SharePoint Integrated Form (not a Canvas App)? If it is a Canvas app, how are you selecting the Record if you do not have a gallery to do it?

[WarrenBelz]

@Siddz ,

I will post again rather than update, but please respond to both posts firstly, you need to identify the record you want to display in the edit screen (otherwise, how does Power Apps know which record to display in Edit mode). Firstly, the video is based on a Canvas App, so if this is a SharePoint Integrated Form, a lot of things do not apply here. Next, the collection should not refer to .Value - that is what you want to collect - it is already a Table with the Value field. On a normal Canvas App, you would do this

If(
   YourFormName.Mode = FormMode.New,
   Clear(colMy_Collection),
   ClearCollect(
      colMy_Collection, 
      GalleryName.Selected.ColumnName
   )
)

but as you have said, you do not have a gallery, so I really need to know how you select the record to edit.
I actually use this function and have several working models on Canvas Apps.