Customize SharePoint list forms with Power Apps

#powerapps #PowerPlatform #CanvasApps #sharepoint
Dive into the synergy between SharePoint and Power Apps in this comprehensive tutorial! Learn how to enhance your SharePoint experience by customizing list forms using Power Apps. This video walks you through the process of transforming a standard SharePoint list form into a more dynamic and functional interface with Power Apps. Discover how to add more advanced features, control field visibility, and adjust form layouts for a better user experience. Whether you're looking to add a touch of pizzazz, require advanced functionality, or simply want to make your SharePoint forms more interesting, this video is your go-to guide. Perfect for both beginners and seasoned Power Apps users, you'll learn how to integrate additional data sources, manage form settings, and even troubleshoot common issues. By the end of this tutorial, you'll be equipped with the skills to create customized, efficient, and visually appealing SharePoint forms using Power Apps.
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0:00 It starts
0:46 Using Power Apps to customize SharePoint
4:55 Where did the buttons go?
9:11 Changing the display size
11:19 SharePoitnIntegration Output
12:11 Security and Sharing the form
12:53 Cannot copy the app
14:30 Don't overdo it
15:05 Make the form a brick wall
16:17 Delete custom form
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[@RegalEase]

Something worth mentioning (and you touched on it by saying the more complicated it gets...beware) is that OnStart and the first screen's OnVisible only gets called when the SharePoint page is loaded in the browser. It does not get called when the form is opened. So if you use variables, collections, etc. they need to be cleared or reinitialized in the OnSave, OnCancel, etc. functions.

[@andrewsmalley]

Great video Shane! 🎥🐕My first ever Power App I built in 2018 was a Custom Form in SharePoint! I generally don't use these anymore as I prefer building apps to provide a better UI/UX. However, you taught me something new today as I had no idea that the Custom Form 'Edit' & 'Save' buttons were editable via the OnEdit & OnSave properties in Power Apps. I loved the fact that you could trigger a flow by customizing these buttons in SharePoint lists!! 💖 Thanks a lot!!

[@ShanesCows]

Happy to help Andrew! Hope you are having a great day.

[@stefancochrane2723]

Thanks, Shane! In our case, 95% of the PowerApps forms we have done the past 3-4 years has been for customizing SharePoint lists, like you do here. Many times, we create these when there is extra functionality (e.g., hide-when's, conditional dropdowns, calling flows directly). Also, for internal clients, the system they want is usually very specific, and they prefer not to see it in the list of PowerApps and ensure the security is inside the SPO site. Caching is a mess, and I usually put a "v1", "v2", etc., too, to make sure changes take.

[@steventhawe1598]

Thanks Shane!

[@ShanesCows]

Happy to help. Have a great day. 🐶

[@abuotecho3963]

Thanks Young :)

[@oluwatobiyusuf]

Thank you Shane for this video

[@ShanesCows]

Thanks for watching.

[@HoosierGuy]

Good vid! Hope you are feeling OK, you have the Rudolph thing going on 😉

[@ShanesCows]

Thanks, it is my camera, I still haven't found the right setting so I look all flushed. 😳 I need to work on that more. :)

[@sdrtyu]

Thank you for this video! One caviat with this is that the testing becomes diffficult, especially UAT. Once the form live it's difficult to make changes in the future. What are your thoughts on that? Could of course create another identical sharepoint list and try to copy paste elements across the apps but this way seems prone to human errors 😢

[@ShanesCows]

Yeah. I think this is why I am not a fan of advanced custom forms. Just the basics, that way if you do have to make a change it is minor and you aren’t overly afraid of it.

[@paulrockliffe2378]

Great timing, I was building a form earlier today! Do you know if its possible to do a save and open the next record and to filter to only records with a null in a particular column? I'm adding data to a List that gets created from Power BI data and want to cycle through just the ones that need extra info adding without having to open, edit, close, open, edit, close etc etc

[@chriseiserbeck9000]

Another really helpful video Shane - is the functionality you describe also available if you are accessing the Sharepoint list via the MS Lists App?

[@ShanesCows]

I don’t believe so.

[@mblherry]

Thanks Shane, great video! Can you add a button on the SharePoint Custom form to save the item?

[@ShanesCows]

Yes, look at the logic in the OnSave property of the sharepoint integration and add that same logic to the button. :)

[@londonengland2309]

❤

[@kenpennuto2590]

Ok. Shane, I get that it’s a thinned down version just for SharePoint. That being said, when you go to customize your list form, it’s not actually doing a customization of the original form, it is in essence creating a new form with that data connection. In fact a strangely narrow and almost unusable variant. How can we actually Edit “customize” the actual SharePoint form we started with? I’ve done a lot of customizing of the layout and dynamic hiding of fields with json code, none of which is in the “new” form power apps wants me to customize. So id have to redo all that work. I just want to add some check boxes to some multiple choice fields instead of the default check and go lists it presents to me. Thoughts??

[@mariocesena2277]

Thank you, Shane! Is there a way to have this form appear on my SharePoint home site as a web part, so users are not redirected to the list site when they want to add a new item to the list?

[@ShanesCows]

YOu would have to make a standalone app. Then you could add it to the homepage, there is a Power Apps web part on modern sites.

[@gillessylvestre9443]

Hi Shane. What about migrating customized forms from dev to prod?

[@ShanesCows]

No real way to do it that I know of.

[@gillessylvestre9443]

@@ShanesCows Hi Shane. Thank you for the fast response. I found this very good tutorial on how to do it. kzbin.info/www/bejne/g3SroXmtlq2Bjrs My next challenge? Script the whole process because I have 85 of them....

[@SirviscaSH]

Thanks for the video 🙏 unfortunately the external user cant use my new list form😤

[@ShanesCows]

Interesting. I thought it used to work even for External users but I haven't messed with it in years. Sorry

[@CircusBrain]

What if I only wanted a form for New, but the sharepoint list standard edit experience for editing? Is it all PowerApp in SharePointIntegration or can OnEdit be set to the Sharepoint List DispForm.aspx?

[@ShanesCows]

It is all or nothing. Sorry.

[@spen2431]

As always thanks for sharing Shane 👍👍. One for the future? When you create an app, as the owner you get notified for app requests. Is there anyway to change this (as you can with Power BI reports/datasets). Although the app creator, I may not want to decide who should/should not have access. I have got around this with a Flow to forward the app request email - but its not as good as the Power BI way. 💥💥💥💥

[@ShanesCows]

You could use this video to change the owner of the app? kzbin.info/www/bejne/j3KTepeFj9OAbZo

[@spen2431]

Thanks for the reply. I don't want to make a business process owner (non technical) an owner of the app. The Power BI way to manage these notifications is much better and as its all part of the "Power Platform", could bring some shared functionality. @@ShanesCows

[@kanwalsingh2802]

Hi Shane, I am facing a challenge. I have customer a form in power app and saved & Published but still can not see the customized form in SharePoint list. I have done the basic troubleshooting like refreshing data source in power app, republished, refreshed SharePoint list multiple times, tried different browser but still no luck. Any tip please?

[@cristinaminami2162]

I had the same issue ... On the SharePointForm properties, you should change the "Default mode" to New. After changing this, it worked for me.

[@darylbetts6737]

Is there a way to print the custom form once it has been created and has data entered?

[@ShanesCows]

Kind of... kzbin.info/www/bejne/gH7Lh6d_fpqbh9U

[@lowcodemastermindclub8337]

Any chance to add SharePoint PowerApps form into solution?

[@ShanesCows]

Not that I know of.

[@shaikhrijwan9322]

sir... is it good to learn a sharepoint, power apps and power automate to get a job this year ?

[@ShanesCows]

Yes, there are lots of jobs to be had in the Power Platform. 😎

[@shaikhrijwan9322]

@@ShanesCows thanks 👍

[@cassidionline2002]

I've been trying to implement this all day. I made a new entry form for one of my lists, but after countless refreshes, it's still using the default SP form. Any ideas?

[@ShanesCows]

Did you save and Publish it? I have not ever seen it not show up at all like that.

[@cassidionline2002]

@ShanesCows yep. I think it might have something to do with the SP site permissions. I tried a custom form on a less restricted SP site, and it worked.

[@stefancochrane2723]

@@cassidionline2002 Ideally, you will have site collection admin rights to the site. If your list has lookups in other lists or sites, make sure your account has access there, too.

[@MelissaReed-jb4ii]

@ShanesCows @Cassidionline2002 I'm having the same problem. I've tried changing Default mode to .New in the P/App form as someone suggested earlier. The list KNOWS it's there - when I click "customize" it pulls up my customized form to edit. The List just refuses to use it!

[@MelissaReed-jb4ii]

And suddenly a few hours later it magically starts recognizing my custom form. Maybe an extreme version of the publishing delay Shane was talking about? I'd already given up and banged out a Q&D Canvas App for it. go to edit a value on the list item, and boom -- my custom Canvas app form finally shows up!

[@GuidoSalami1]

kzbin.info/www/bejne/bJuam6uBqLGkmqM can you import /export these apps to other lists? theres some tutorials on youtubee where ive done it, with some caveats and strange bugs in the process

[@stefancochrane2723]

In a short answer, yes. However, if the PowerApps form is very complex, the import won't work very well. (Honestly, we gave up on this options years ago - if you have the PowerApps form open in one browser, and a new list in another, you can copy-paste the entire form and screens).