Print Complex Default with airSlate SignNow

Save complex default

[Music] hey everyone this is Daniel and in today's video we're gonna look at how you can add default values to a SharePoint customized phone which is none other than power apps so I did this because there are several scenarios where for example you have a forum and you have the people in groups column over there and you wanted such that well where's the one filling on the forum the other name should be the default one over there so that's just one example and plus I'll be hitting all the other types of columns including big ones like the managed metadata and see how I can on default values over there as well so what my whole plan for this video is I'll go and hit some of the easier ones you know like the single a note X the multiple line of text and then go to the date and time I'll also go and hit you know the tricep columns and then we'll start hitting the big ones it says the lookup ones and then the management data ones over there I also have a cheat sheet I'm in fact in the video you'll see that this is the cheat sheet that I use it already has the formulas in it and I'll provide that with the blog and as you know this blog also will be available in the power apps community so go over there and you'll see my formulas you will see this video over there and you will also have the cheat sheet available so let's go and take a look at it all right see here's my SharePoint list nothing fancy about the SharePoint list but I'll still go ahead and walk through the list settings so you can actually see the column types that I have so I'm going to settings I'm going to list settings over here and here are all the columns these are the main ones that I'm gonna hit because it kind of covers everything over here you know the single line of text multiple lines of text number yes or no the date and time I took both of them because I wanted both the scenarios one is just the date and then also the date and time there is a slight difference between the two but when you go and actually you know add that default values it makes a big difference so I went ahead and hit both of them in the hyperlink what I've done right now is only focused on the E and the hyperlink or the URL piece currently there is no solution able to add the image at least the way I'm showing it and so I want to skip on that there is actually a work around for it and I'll kind of talk about that in a separate blog altogether but in this one I'm gonna just talk about um the hyperlink which is the URL then there's the people's which is the person or group lookup and then the managed metadata so all of these are there and that's the one I'm gonna focus on okay so now the list is new there's no changes made to it which is why if I go and click on new you can see that this will be the out-of-the-box SharePoint list over here again nothing you know fancy about this out of the box one so now we're gonna go ahead and actually customize it so little power apps I go ahead and customize it and that is gonna start building the the app on the customized phone for the first time so it opens up over here as you can see on the top it goes to actually the power amp studio and it's carrying things to ready and it's linked building your app which means that this is the first time you're actually going ahead and building it so when the app gets built it only picks a few of the columns and the first thing you're gonna do is go ahead and add all the other columns you can actually select the other existing columns so here's the app it's already gone it's gone ahead and build I'll go and skip on that and it went meant when you picked these first three columns or fields over here so let's go ahead and add the other ones as well and the last one being managed metadata okay so everything's good here I mean one thing I do in my it's my personal preference is I just go to file save and then I also go and publish it from here Publishing it to SharePoint again that's just my personal preference if you are already comfortable with just going over here which is back to SharePoint and clicking it if you do the back to SharePoint and if you haven't saved it if the app is smart enough that will pop up saying that hey you haven't saved it yet do you want to save it that's the way you've been doing it perfect continue doing that what I did over there was just my personal my preference so now if I go and click on new you'll see that the look has changed just a little bit and that's because you've got the power apps customized form over here so now that this basic work is done we went ahead and selected all our fields or columns over here now let's go back let's get going and actually start adding the default values so I'll actually do this in sections the first one is let's hit the single line of text and even the yes or no let's get that done save it test it and then we'll just go back in you know do the remaining ones as well as I mentioned before again I'll say that this is my cheat sheet it's kind of formula sheet this is what I'm gonna be using I'll be referencing I'll provide this in the power apps user blog and but for the first few ones you know I'll at least go ahead and type that in so you actually see how the intellisense works and what you can pick and choose over there but um after that I'll just do a lot of copying and pasting so skip on this one and then the first one we're gonna do now is the title I want to pause over here and say that you'll notice a few things and here's why for some of these ones especially the title description and add a name you will just notice that I'll be picking and choosing just the data card which is only this way just the data card and I selected I go ahead and unlock it then I go to the data card and set its default values over there and everything is good then for some other ones some specific ones it's just add a line time you know and then going on to the other thing such as a managed metadata you will see me unlock it you will see me click on the data card but now very specifically go to the data card value the reason I do that is because it's very specific for those field types that's what's needed it's again by design so we have to follow that process that's why I pay attention to what I'm doing over here what I am adding what I'm selecting just the data card as against what I'm selecting the data card value I kind of the attention to that so this one over here a single line of text which is a title I've only selected the data card now I go to advanced unlock it and in the unlock I can now selecting just the data card I go and on the left side and I just pick on default and then this is what I can select over here so what I want to do is I'm actually telling power apps that only if this is a new form entry that's when you want to add the default if this is just editing an existing one or I'm viewing an existing one then don't add the default I don't want to confuse the user so I just want to show them what they've already picked nonetheless if this is a new item then I want you to add a default value and to do this we're gonna use the if function so the if function basically says that if you are in the SharePoint forms new mode or the new entry mode then add this default value otherwise just go ahead and select the item which was already added and you do that by using this item title so let's gonna walk through that one and in here I'm actually going to use this one so I'll keep that as it is I just put a comma and I start with the if function then if function again it's the F and then in the SharePoint form now SharePoint form is not a SharePoint form one it's not a variable if any fine that I've set up this is built-in it's actually part of the SharePoint integration and you can see the way here SharePoint form one so just go ahead and select that excuse me moment you put the SharePoint form one intellisense kind of picks it up and again just hit tab and then in the SharePoint form one you click on that and he hit on mode and then in mode equals new and we need to start having new it's actually the form mode and over there you can type in form mode new the forum mode dad knew now if I do this and if I actually unclick out of it only knew only the new shows up over there which is fine if you attach if you just type in new over there as well as against the entire forum or dark Neil it still works but I'm just kind of showing that to you because technically this is what it is so I get back to the if function I'm saying that if the SharePoint forum mode is adding a new entry then I want you to go ahead and type in this text and that text being is what I type in over here which is this is the default title so I'll just type that in here which is this is the default title and if it is not formal new then just put in this Island title and we are good now here's another thing that I'm going to show you and this is only for the testing purposes so we will not remember if even if I forget for this video you remember that after you made all these changes you gotta go and change changes one little setting and that setting is in the SharePoint forum over here the default mode of the forum again the default mode of the forum not just the data cards but the default mode of the forum is that show me the existing item that you're editing which is the item e select on the SharePoint that's what it is over here now for the sake of this an example over here I'm putting in the default form as new because when I do that you'll actually start seeing the default view entries that I'm putting in over here now out of the box you want to keep it as it is which is the default form dot edit because you want to see the edited items that you just selected on the SharePoint list over there which is right at the end once you're done over here I'll come back and change that even if I don't change it and don't shred in this video make sure that you change that so now we've gone ahead and taking care of the single line of text same process for the multiple line effects as well I select the entire data card now I go advanced I unlock it same process go to in the data card itself default default I've actually using that so I'm just gonna click on , add that if if sharepoint form sit time dot form dark mode equals form mode dot new that is it then hit something this is the default description when I do that I can remember because I've got it in the default mode of the sharepoint form one I can start seeing it over here and then last one let's also do the add number again for the add number it's the entire data card go to the advanced click on properties and then over here I go and in the selections or the properties if sharepoint form one dot mode equals form mode edit and i'll put in say this year's 2019 if it's not then then i go to the add add the default one so you kind of get to see what's going on over here let's actually see because in this case the number is not showing up which means we might actually have to go in and add it in the default itself just give it a second and the default all right so let's leave it at that now we may have to go we will go ahead and add it in the actual data card value itself so I'm gonna just copy this now I'm going over here and selecting it directly on the data card and then the data card this is what the parent default is so what I'll do is actually paste it as it is and I'll replace that this item with the parent default will give it another second if I what we'll do is we'll save it go ahead and test it so in this case I'll actually go back and just click on back to SharePoint save publish copying I mean closing the app and this was great like if it doesn't work over here you know we know what what is the workaround so here's what it is now the form is saved one of the things I do is sometimes the cache of your local browser still shows the previous form so one of the ways to do that is just to be real enough avoid that problem is just easily just to refresh your browser altogether and I'll go and click on new when I click on new it has gone ahead and shown us this one but it did not show the numbers will go up that will go out and take care of that but at these the two titles worked over here so I'm gonna go to power apps click on customize forms and we'll keep going so it's loading and it's getting things ready this time it won't build the app it's just already just load the app directly okay skip that let's try to attack this one over here in the date and and the ad number itself we didn't get the default in fact I'm gonna make sure that on my SharePoint one the forum itself in the advanced over here I'm sting I'm seeing the form new let me change that back to edit actually let me keep that a tad new so it is that new that shows up our number is not showing up so let's go ahead and take a look at that the Edit form parent default if it didn't like the parent default let's change that back to you there's my mistake there's my mistake I made that form edit of inform mode edit oh there it actually had to be new and in the new at work so what I want to do is just to make sure that it's not just because of that mistake I'm going to remove this field and then I'm gonna go ahead and add it by now this is great because this is a troubleshooting situation over here so you guys if you run the same problem now you know how I'm troubleshooting over here so I'm actually glad that this happen because this kind of a blessing in disguise so I'll click on that one the number let's go ahead and take this guy off already I just lay down on that right-click delete it so it went away come back over here and we select our number maybe I just passed it remember remember add a number and then I'll take it back off cuz it was right below the description itself yeah right there so that's gone over there will now select that entire data card will unlock it and then in the data card will select it just the data card will go to default and then the default I'm gonna keep that as it is and then if this I mean if sharepoint form one dot mode equals form mode dot new comma will type in a 20-19 or comma this item number yep and it showed up so it was just a mistake on my side I put the default for mode as edit I must have actually just selected it the wrong one and didn't pay attention to it but the key thing over here is is for this one you just select the data card cool so let's keep going yes or no again I think it's just the selecting just the entire data card as well itself so we'll just do that select the data card and we'll go ahead and click on unlock changes and then the unlock changes then selected the data card as it is go to default you will keep that yes and no I'll just hit a comma for right now so that the intellisense starts working if sharepoint form integration dot mode equals form mode dot new now if you notice that this first section of the text is very consistent so you can literally just hit in our shift home or you can just drag it with your mouse and just copy that because that's going to be consistent throughout you just that's what I'm doing is that section I just copied it highlighted it copied it I just did a control see if that's the case then my default will remain as me just double-check it's gonna remain as true and the reason for true is because yes is true no is false and in this case I don't need double coats what I do need is just true and I did that and it turned perfect so it's really we've gone ahead and hit the big ones over here so I'll go ahead and now just save it when we can keep continuing want to save it and let's keep moving forward now I get in to pick a date one we can again go ahead and unlock it and we can just add that in the default properties so in the default one right here same process and remember I already copied and pasted the first section so I'll just enough control V now that shows up it's gonna save me some time then here I am going to add this was a very interesting one because I had in the date you want to use today today is a built in function in power apps it's actually even there in flow so that's what I'm gonna use it's this it's today hit another double code and type in between today and you just close the brackets I need went ahead and put in today's date now for the next section we will be actually using and we will select obviously the entire data card will go out and unlock it and then now we're gonna hit each and every data card values cuz we've got to deal with them independently so the first one in fact the first one is the exact same as this one here so I'll just copy this guy over then in the pick and pick a date and time I've unlocked the data card now the first one I'm gonna select is the data card value this one the date value 1 now in its default all do this one over here we can actually keep it as it is with the parent default 1 or we can just go with this one so it did that so that's taken care of over here now for the time we want to use this functionality which is I want to use now I mean I want to use what isn't that now function but from the non function I just want to pull the hour and then I only want to use this sent text which is the two-digit value and if it isn't and I want you to use the parent default but only get me that one so I'm just gonna copy this whole thing and again you guys will have a copy of the cheat sheet that's the wrong one it's this one here default see and we can actually keep that yeah you know what I'm just gonna overwrite that whole thing because I already pasted it all right I copied the whole text for my cheat sheet I don't need that I just need that one oh that perfect it's 15 as you can see it's three o'clock so three plus two it's just three plus or 12 plus 2 is 15 and in this case here I'm gonna copy that fun and it's very similar to what I have before let's do a function but instead of our I'm putting it to minute that's all it is all the difference so again selected the data card value go to default default I'm just gonna overwrite that and now you have that C that matches over here so we are good so I'm gonna go ants actually let me do the hyperlink as well in the hyperlink again the same thing selected on that on the hyperlink now in the hyperlink it's actually very similar to the other ones that we did the title and Elena the description and the number very similar I went ahead and got this image as an example and what I did for the image is I basically just went to Bing and Bing and Bing I searched for other images I just did a search for flowers and then in flowers I did a license license free to use and share and then I just picked one of the flowers over here I think I'd pick that one and then when I picked that one I did the view image and the view image I basically picked that URL that's how I got the flower as an example so here I'm gonna copy that function and again it's the same thing expression SharePoint for because new if the mode is new then go ahead and add this default URL otherwise go ahead and just use the existing hyperlink so select that selected new I mean on the default and it shows up over there so at this point now we've hit some of the easier ones or some of the you know the the ones that require the least amount of work so I'm just gonna save it publish it will go to the SharePoint list and take a look at that so go back to SharePoint save and publish it's going to the SharePoint list let's see is going back over the opens up my SharePoint list and just to be on the safe side I'll go ahead and hit the refresh and then let's hit on you it's the first time that's all these defaults are coming along and so he's just taking a minute to load and everything came through all the the fields or the columns with that we went ahead and updated it all shows up over here another good test to make sure that the changes we made on the power laps is acceptable and the correct way is if I hit save then the form will save and the data should show up over here that to me shows that all the functions and that we added on the under formulas that we had on the powerup side is correct and because power ups accepted it saved it and it showed up on the SharePoint list so that that's always a very good validation test so so far we've done a great job let's keep continuing so I'm going to customize form and now we'll hit those last four big ones so while that's loading the big ones that we're gonna hit are in the in the choice type because we are adding existing choices and then they're gonna go ahead and add the peoples and groups in the lookup one I'll let me get over there there's a little extra explanation I want to give you which is pretty neat how it works on the power apps customized form lonely get that I'll show that here one thing I wanted to show on the choice type is in the list itself I didn't show it to you but it's actually there in the blog they like to give you a screenshot of what that list column is and you'll see that there were three choices device one two and three and that's basically what it is my default is gonna be device one I could change that to device to device three make sure that the text over here is the exact same thing what should add it in the column because it has to match because it's see it's getting the value from the choices that you've put in the SharePoint this so make sure that your content over here your text over here is an exact match what you put in the column over there alright so we'll skip now let's keep continuing and now moving forward this is where I will start unlocking the data card when we go to the data card value that's what we'll start putting all the information so I'll select the data card I go to advanced close that over here I'll unlock it then I selected all of the actual data card value in the items you want to do it on specific things you want to do it on the default selected items I want to emphasize on that there's the default and there's a default selected items you want to do it on the default selected items on the default selected items what I'm gonna do is I'll just copy it but we'll once we post it over there we'll take a look at it and actually can look at it over here so what I'm doing is in the first section is pretty easy right the SharePoint form and the form word is new then do everything so that's easy but you're gonna use this lookup now the lookup even though it is a choice type you're still using the power apps function lookup because the look up is saying that I want you to look up the existing choices for the add defaults list in the HUD defaults list there's a column called choice type column I want you to go over there and I want you to get that value where that value equals device number one you could change that to whatever values you had over there but this the syntax is very important you want to use the lookup over there and you want to use choices and in the choices you want to say that my choice for this lookup this choice type is coming from this list even though you're already in that list you still have to save power apps that I want you to do that look up from this list and in this list it's this column so that's that's the whole thing over there just make sure that you add all the correct information now one thing I want to point out that don't get confused that oh I'm doing a lookup so do I need to already have that data connection no you stick with that one data connection which was the one which was already available to go to view you go to data sources that's the default SharePoint data connection which is already made so you don't want to tamper that you don't want to mess around with that and you don't need to add any more to it it still uses everything that SharePoint is done for you the SharePoint did the already has the choice type we're going to see you gonna continue using that choice type over there so don't tamper around with the data sources or there all right so this is what the formula looks like I copied it pasted it give it a second just to make sure that no squiggly lines put any errors showed up and I'm at make sure are you added in the default selected items I could have gone ahead and change that to three give it a second and it changes over there so this is good and again just the key key thing is gonna unlock it add it in the default selected items over there match the value which is on the on that list of the year and then in this formula you used using the lookup and you're emphasizing the name of that SharePoint list and you're giving it the name of the column just to show you what that is this is the list it's the default one that defaults that's the list that I'm using over here and the name of that column is called as choice type even though it's the exact same list were using I have to emphasize on that formula this is how you do it okay so that's good next thing is in the people or the users in groups one again select the data card unlock it click on the data card value and now I'll go ahead and copy that one as well now the people in groups one is um it just needs a little bit more work over there because you're going ahead and telling now power apps that I want you to get the user who is currently filling out this form I want you to go ahead and get that name this is the authentication which is being used and then the remaining thing is you know go ahead and if it is not blank then go ahead and select just a parent default one that's that's the easier part over there but this is just the extra work over here is you're getting the display name off the user who is logging in and and then you're also using this type of authentication which is the claims authentication now you have to add both of these just either one of them doesn't do the job you have to add even though it looks a little confusing saying that hey Daniel I just want the the full name why am i adding the email you've gotta add that over there because that's how the authentication and the green of the claims authentication goes through so you gotta do that done that selected that let's go back over here and searching for my default selected items I just pasted and give it a sec no squiggly lines which means I don't have any errors and my name shows up over there so we are all good let me just save it and then now we hit the last two so in SharePoint look up if you go to the list now and you go to the list settings if you go to the lookup column the lookup column in this case in this SharePoint list of mine is actually coming from another list it's called oh yes so I kind of kept that om ready over here this is the OEMs list it's in the same site collection and I'm doing a lookup of just the manufacturer names that's what I'm doing over here com1 MFR now I have another list so if say for example this was a customer I mean if it was a power app that you were building you know separately you would have to I have to add a data connection to this list as well and do a little cups and everything but in SharePoint it's all contained and that customized form it's all contained in that column in that column because the column is already doing that lookup for you which is why you don't have to go ahead and add the daily connection to that you just need to make sure that you emphasize that in your formula so now when you are coming back over here you go to that data card I get simple steps unlock it go ahead and select on the data card value on the items I go and select the default selected items and then we here in the lookup we want to now in the index function itself I'm doing something very similar to what I just did on the peoples I mean what I did on the choice type I'm doing a lookup and the lookup I'm saying hey this is again to add defaults but in the dad in this list but I want to select that lookup column and the lookup column it is already talking to the other list so it's already taking care of everything over there and that and this customize form is just using all the the properties of the list itself for you to get information from that lookup column and that's what I love about this customized form section over here because if I build the power apps I would just have to make another you know a data connection to that list as well which isn't a bad thing it's just I want you to keep in mind that they are still two separate things in this case and the customers form since you'd have a lookup column I don't have to add a data connection to that so I just copy this one over here the back over here selected on that default selected items lead paste give it a sec sec give it a second to a second or two no squiggly lines and we see that showed up over there perfect alright last but definitely not the least is the managed metadata now in my managed metadata i'll show you and again there's a screenshot of that in the blog itself I already have a term set set up over here and this is why the term set looks like there is departments and in departments there's a whole bunch of Department so I'll just make the department by default that's executive or Ikey or something like that but I want that selected by default that's what I've done in this column and now I'm gonna achieve that in the in the customized form as well again same thing selected the entire data card unlocked it selected the data card value go to the default selected items and I'm just gonna paste it in so this one are we here it's pretty straightforward again we are doing the lookup but I'm the lookup I'm telling it that all of this list pick up is managed metadata a column and just just in case you guys already haven't already noticed this is the original column name so let me show you what that means in the in the the list over here when you went ahead and build these columns you need to know what was the exact column name that you added and the best way to find that is you into the column you go on settings you come on list settings and in this case you see it's it's a managed to space metadata but to get the exact column name I need to get click on that and you see you see it over here on the top right that's what it is this is where the information for my formula is coming through that's how it is see that name it's not the the uppercase man M with the managed space metadata that's not it it's actually pulling the exact name now intellisense will help you grab that name as well but in case you have you know you name that managed metadata columns or something else hotels or departments or whatever you need to know what that name exactly is and if you added some spaces over there you know then you might get this you know underscore X zero to something like that so you just gotta you know be mindful of that hopefully if this is a new list that you're building a great practice would be fill in you know just add all the the column names lowercase without any spaces then go back in and add all the uppercase and you know how me give it all the the names that you want but then the original column will still be the first thing you original column name was to be that first name which is you know the lowercase all one word right so I'm gonna copy that I'm kind of you know explaining this in detail because all of these are these little things here and there which say oh man Daniel showed it this way but it's not working for me what did I do wrong well because it's the way a column names are you want to keep that in mind and I'm giving you a heads up and there you can troubleshoot all these problems all right did a copy and paste my default one was I T now remember in this I'm not using value I am using label now if you remember a few months back I had written this popular article it's called building power apps from scratch build patch and it's the exact same process but you're patching all the default values or whether you patching the values I also added a little sub blog to that with justice for the managed metadata now in the management of data there's actually four different sections one of them is label one under is value and there's a whole bunch of other things all you need to do is just use the label over here and then IT is one of the options in the drop downs that are in the managed metadata term set there was also executive so you could use that again Kiki thing whatever you add over here has to match what's available over there otherwise the save is not gonna work so this is it it showed up over here I'm gonna go in and now finish this off by basically going to you know Sue back to SharePoint save and publish and do the ultimate test which is open up the form or you know add an entry or you know basically just open it see if all the defaults show up if I hit save it if the save works and the data shows up on the list which means everything we've done is correct which means the expressions or the formulas that we added match the you know expectations or power apps and then power ups goes ahead and saves it into the SharePoint list so let me just refresh that just to make sure everything is okay and I'm gonna add click on new come on oh it's ringing right-click on you let's try that again the customized form is opening up and this is great because we now we see the last four big ones choice type people look up managed metadata the defaults did show up and I'm gonna click on save click on save the form closed and they all showed up over here which means now everything we did and the careful you know meticulous and the correct Bay worked because now defaults are showing a four year so a couple of things I want to hit again then appoint key points these this cheat sheet slash formula the formula I'll provide that in the power apps community this blog will be available over there the video will be on YouTube so my recommendation is go ahead and just subscribe for that YouTube so you already you know have that available but the just make sure that in this case I'm using that this item and you know whatever is the column name your column names might be different so keep that in mind over there also the SharePoint form one dot mode dot need AMA equals new that's pretty much consistent unless you deleted that form and then you added another one that it might become SharePoint form to whatever it is if you just copied this entire section off then that can be pretty much the same throughout and then the last but not the least is for some of these columns you know we went ahead and basically clicked on the default of the data card but then when we started doing the the day at the time the I mean the date and time we had to go and select each and every data card values and then for the other big ones such as the choice tie of the people in groups they were able to you had to go ahead and select the you know the data card value but then go and select the default selected item selected value to hit on that and then last but not the least even though you have a lookup column you have managed metadata you still work with the only default connection that you have which is a SharePoint one you don't have to add other connections it all is containing that one SharePoint this so hope this blog healthy over there hope this video helped you you know the formulas and everything you can always refer to the blog and keep our happen thanks