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)

[Craig_Cowley]

Hi Siddz,

Thanks for the response, the default value of the checkbox is as you mention.

It the Default and Update of the Datacard which contains the gallery and checkbox

If I edit my form and make changes to this checkbox information, it's not updating the form

Thanks

Craig

[Siddz]

Hi, @Craig_Cowley.

How is your colSelectedPrintFeatures collection configured? I assume you're creating that collection on the screen's OnVisible property or on a button before navigating to your form screen.

In my case, I have a button that navigates to a form with a DefaultMode of "Edit," and that button's OnSelect property is:

ClearCollect(
     colMyCollection,
     LookUp(
         SharePointListName,
         NameField.Email = User().Email
     ).NameofSharePointColumn
); 

Then, for the Default and Update properties of the data card containing my gallery and checkboxes, I have the name of the collection.

colMyCollection

[Craig_Cowley]

Hi @Siddz.

I have a button that views the record and another to edit it, below is the edit button, the only difference on the view button is that instead of the Editform, it's Viewform.

Set(VarRecord, ThisItem); ResetForm('Main Form');EditForm('Main Form');Navigate('Form Screen')

I'm not sure what I need to replace the Namefield.email = User().Email with.

I have:

Set(VarRecord, ThisItem); ResetForm('Main Form');EditForm('Main Form');Navigate('Form Screen');

ClearCollect(
    ColSelectedPrintFeatures,
    LookUp(
        'Design Work Requests',
        NOT SURE WHAT GOES HERE
        ).'Required Print Design Features'
);

This is so frustrating now!

Thanks

Craig

[Siddz]

Hi, @Craig_Cowley.

ClearCollect(
     ColSelectedPrintFeatures,
     LookUp(
        'Design Work Requests',
        // You need a formula here to determine which record is evaluated
     ).'Required Print Design Features'
);

 One example from Microsoft's Documentation is:

LookUp(
     IceCream, 
        Flavor = "Vanilla"
)

In my case, I'm referencing a person field (called "Name") where Name.Email equals the logged-in user's email.

[JailsonALM]

Hello! Just came over having this same problem, while watching Reza's video and I want to mention that, please be really careful when 'Cut' and 'Paste' your gallery into the card. 

"Select any control within the data card" right click then 'Paste'- problem solved.

Another bit that is missing in Reza's video, is to set the Checkbox's Default property to:

If(MainForm.Mode <> New,ThisItem.Value in DisplayGallery.Selected.<column name>.Value)

Thanks,

Jailson

[sachk1]

Hi @Siddz ,

I'm also having issue with same scenario. I go through the SharePoint integration and customized form. so I don't have a main gallery . only have the gallery added to the data card. I'm stuck with there. can you post all expressions.

Thank you.

[Craig_Cowley]

Hi @sachk1 

I gave up on it in the end.

Then I found this video Convert Multi-Select Choice Field to Checkboxes in Power Apps - YouTube which really works well.

Kind regards

Craig