How to Create Power Apps Collection from SharePoint List?

In this Power Apps tutorial, I will explain how to create Power Apps Collection from SharePoint List. Then, I will show you how to add a data source to the Power Apps collection.

Furthermore, we will discuss displaying the Power Apps collection on a gallery control. Last, we will work with Power Apps Create Collection From SharePoint List With Filter.

How to Create Power Apps Collection from SharePoint List

We can create a Power Apps collection from different data sources like “SharePoint List”, “Excel Spreadsheet”, and, “SQL”. Also, we can create a Power Apps collection manually (Without using any data source).

• For example, I have created a Power Apps collection [colEmpDetails] from a SharePoint Online List [Employee Onboarding] and then added a Gallery control to display the Power Apps collection, as shown below.

Setup a SharePoint Online List

Here, I have created a SharePoint Online list named “Employee Onboarding” and inside this, I have added various columns with different data types like below.

Column Name	Data Type
EmployeeID	It is a default Single line of text column and I renamed as “EmployeeID”
EmployeeName	It is a “Single line of text” column
Gender	It is a “Choice” column
DOB	It is a “Date and time” column, etc…

Now, I want to add this SharePoint Online list to the Power Apps collection by using a Button control [Power Apps collection from SP list]. To achieve the above example, follow the below-mentioned steps. Such as:

• Open Power Apps with your valid Microsoft 365 credentials -> Create a Canvas app ->
• Add a SharePoint Online list to our Power Apps Canvas app. For that, click on the + Add data option -> Select a data source as “SharePoint” -> Connect to your SharePoint site -> Choose your respective SharePoint list -> Click on the Connect button.

• Once, the SharePoint Online list is connected, it will add under the Data section like below.

• Then, select the screen (EmployeeDetailsScreen) -> Insert a Button control -> Set its OnSelect property as:

OnSelect = Collect(
    colEmpDetails,
    'Employee Onboarding'
)

Where,

1. colEmpDetails = Collection name
2. ‘Employee Onboarding‘ = Name of the SharePoint Online list

• Then, insert a Gallery control and set its Items property as:

Items = colEmpDetails

• Now, click the button to display the Power Apps collection like below.

This is how to create a Power Apps collection from the SharePoint Online list.

Power Apps Create Collection From SharePoint List With Filter

For this, I have taken the same Power Apps collection, i.e., [colEmpDetails], and I want to filter the records based on the “Department” column.

For example, when the user selects the Collection of IT department button, the gallery filters and displays the IT department employees. Similarly, if the user selects other button controls, then he/she will get respective records like the one below.

To work around the above example, follow the below steps.

• Open the Power Apps Canvas app -> Select a new screen -> Insert a Button control [Collection of IT department] and set its OnSelect property code like below.

OnSelect = ClearCollect(
    colITChoices,
    Filter(
        'Employee Onboarding',
        "IT" in Department.Value
    )
)

Where,

1. colITChoices = Collection name
2. Filter = We can use this function to filter the records in a collection based on one or more criteria
3. ‘Employee Onboarding’ = SharePoint Online List
4. “IT” in Department.Value = This is the value that we want to filter in the Power Apps collection

• Then, insert a Gallery control and set its Items property as:

Items = colITChoices

• Now, click on the Button control [Collection of IT department] to display the records that are related to the IT Department as shown below.

• Similarly, you can insert another two Button controls and set its OnSelect properties codes like below.

OnSelect =ClearCollect(
    colITChoices,
    Filter(
        'Employee Onboarding',                                                 // Collection of Sales department
        "Sales" in Department.Value
    )
)                    




OnSelect = ClearCollect(
    colITChoices,
    Filter(
        'Employee Onboarding',                                                 //Collection of Finance department
        "Finance" in Department.Value
    )
)    

• Then, insert another two Gallery controls and set its Items property as:

gal_Sales = colSalesChoices                                // Collection of Sales department

gal_Finance = colFinanceChoices                     // Collection of Finance department

• Now, click the button controls to display the respective items in the Power Apps gallery controls, as shown below.

This is how to work with Power Apps Create Collection From SharePoint List With Filter.

Also, you may like some more Power Apps tutorials:

• Power Apps Collection GroupBy
• How to Remove a Column From Power Apps Collection?
• Power Apps Collection vs Table
• How to Add a Lookup Column to Power Apps Collection
• How to Remove Duplicate Rows in Power Apps Collection?

Conclusion

Whenever you want to create a Power Apps collection using a SharePoint Online list, you can add the specific SharePoint list as a value in the Power Apps collection.

From this Power Apps tutorial, I have explained all about creating a Power Apps collection from a SharePoint Online list.

Also, we covered how to add a data source (SharePoint List) in the Power Apps collection and how to filter SharePoint list items using a Power Apps collection.