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Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

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Kerem Yuceturk
Microsoft

Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi everyone,

 

 

As of today, you will be able to set the values of your managed metadata columns (sometimes also called taxonomy columns) in PowerApps (for both multi-value and single value) and in Flow (single value for now, but multi-value coming soon...)

 

Here's a sample multi-value taxonomy column that was tied to a termset for languages.

TaxonomyColumnMulti.PNG

 

 

We are not fully all the way there: the default values are not yet showing up if they are set, and we don't yet let you disambiguate between different paths while you are typing, but we think this is a great net new add for our customers who love and use the managed metadata columns. 

 

Please give it a try, and let us know your feedback. In your First Release tenant, you can create a new app, or custom forms, or go to an existing app and refresh the schema to get the new columns.

 

We expect to start rolling out to Production in the last week of November if we don't hit any blocking issues. 

32 Replies

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

This is great news. One question that I haven't seen covered anywhere: does this mean that we're also now able to filter gallery items based on the value of a managed meta data field? 

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

This change is now live for all customers!

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Olivier Jenkins, no, we will not have that capability yet. It is on our list for 2018, but we don't have a better estimate yet.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Kerem Yuceturk - thanks for the prompt reply, it's greatly appreciated. That's such a shame about the meta data fields in PowerApps. Do you know if there's any workaround for the current limitation? I have a gallery which is querying a pages library and needs to filter only those pages with a specific managed meta data tag. Would it be possible to map the MMD field to another field in the library using a calculated field?

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Calculated columns sadly don't support showing the values for metadata columns. It is a little cumbersome, but you could write a flow to track changed items, and copy the taxonomy values over to a text based column. Make sure you don't do infinite updates by checking if the value is the same before you do an update.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Kerem Yuceturk, thank you for the suggestion. It is a little cumbersome, but I'll give that a try! :)

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

@Kerem Yuceturk This is great. I find one thing a bit weird. If I create a customized form for a SharePoint list using PowerApps all my choice/metadata fields are added to the forms in the app. If I however create a standalone PowerApp using the list as data, it skips all choice/metadata fields on the app it creates.

 

Is this a limitation/bug, or something which will be fixed? I tried it two different environments and experienced the exact same thing.

 

I want to create a form app, but need to move it between environments, so a stand-alone app should be the way to go, except I don't get all my needed fields. I'd hate to create a data-wrapper middleman service for this.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Mikael Svenson, I just tried this on some of my test lists by creating a new app from SharePoint UX, and got the taxonomy columns generated without issue. 

 

Maybe there is some complexity with your columns that we are not catching in our tests? Could you send me the schema of your list in a private message to understand what types of columns you are dealing with?

 

Also, do the columns show up when you open the "Data" panel for your edit/detail forms like in the picture below? If they do, but they are not checked, is the problem fixed if you check the checkboxes?

taxonomy Columns.JPG

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

@Kerem Yuceturk Thank you for testing and getting back so quick, and I will get back to you tomorrow on this when at work. Good to know the behaviour should be equal. The list has two content types and exceeds the number of lookup columns (12) if you do REST against it, which could be an issue

 

I’ll report back once I have more info.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I didn't think that PowerApps had support for content type columns? At least, it's never worked for me. Whenever I query a list or library meta data, I am able to see any list/site columns, but ones added through the content type are not supported.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

That could be the case as I'm using content types and site columns. I've given details to @Kerem Yuceturk so we'll see :)

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Kerem has proposed using a Flow to update text columns with the MMD column values, which I've yet to try out as a workaround but should work :)

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I would rather create Azure functions to solve this for me - which is an option. I would create a non-conencted PowerApp, using (custom) connectors to get people lookup, term lookup etc. Then send the data to Flow or another azure function to store it in the list.

I have mostly a create scenario, view/edit is not that important right now.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I have a content type on my list which has the managed metadata columns on it.  The columns show up on the Details Screen and the Edit Screen and work correctly.  However, the columns don't show up as a column I can bind on the Browse view.  In my case I really need to display that.  I guess I can use one of the work-arounds in the short term.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi everyone,

 

You should be able to use the managed metadata columns in the browse experience by typing the values directly into the text property of the page. Here's one example from the list above, where i had a single value and a multi-value taxonomy column. The multi-value requires some additional handling, but it's not too difficult.

 

See this example here:

TaxonomyBrowse.JPG

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Olivier Jenkins, we have added content type support around 4-5 months ago if my memory serves me right. It is exposed as the {Content Type} column that is available for your use.

 

You should be able to change the content type, or look at this value and show/hide columns in your list through some If statements in your forms for the "visible" attribute.

 

Here's an example from a list that has two of them (Reservations, and Issue), and you have access to both the name and the ID:

ContentType.JPG

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

To follow up. My issue was that I have too many lookup columns (people, metadata) , hitting the REST column threshold. I can work around this limit, so nice to know what triggered it at least. Thanks for checking and confirming @Kerem Yuceturk :)

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

We've encountered an issue where the list of Terms is cut off prematurely:

Capture.PNG

We have a full list of countries which stops at Bhutan, the user can search for other countries and they appear just fine. This is a multi-select field. 

 

Any advice?

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi, thanks for this update, it's very useful. But I couldn't figure out how to add new values to managed metadata? I have a sharepoint list with managed metadata columns, and using sharepoint default forms, user can add new term if it doesn't exist. When we created powerapps form, user is limited to select from available terms. Is this by design or are we missing something?

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I also have the same issue, is any solution available? 

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

No, I couldn't find a solution yet :(

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi everyone, sorry about the late reply. Unfortunately adding new values through PowerApps is not supported yet. We have it on our list of things to fix, but I can't yet provide an estimate on when it will be available.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I'm having the same issue - have you found a workaround or way to increase the number of items displayed?

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Liam Harrison@Angela Engelbrecht, sorry about the inconvenience. We are limited to showing 20 items but we will keep bringing up items that match as the user types in. Is there a reason you want to show more than 20 items at a time? We figured users wouldn't need to scroll among that many items. 

 

We can try to get the number bumped up to a higher value like 50 at a time, would that help your scenarios?

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

@Kerem Yuceturk - thank you for your response.

The term set I am referencing has a list of all services and sub services offered. Because there is no way of representing the hierarchy we are now seeing a flat list of all services. Not all users are aware of all the services offered. In the older list form they would click the tags (icon) to view all the terms in the set .

 

Increasing the number of items to scroll would possibly resolve the issue for now however if this list of services grows we may run into the same issue again. Users may end up selecting a close match instead of the correct one as it wasn't visible at the time.

 

Thanks again,

Angela

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Thanks @Kerem Yuceturk,

I can see why the limitation is there but for this particular scenario I don't think it would help unless you could push it up to 500 or so.

 

Perhaps another way to look at it is from the users' point of view. Imagine I need to put United Kingdom as my country. It's a bit of a jarring experience if I'm filling out a form, I get a drop down box and the country I'm looking for just isn't there. The fact that there's a drop down implies that that's the best way to interact with this field, but it's not in this instance. It would be better if I only had the option to type/search or if I was prompted to access multiple pages of results if I wanted to browse. Both these options would help me get to the value I want.

 

As it stands I come to the field, hit the limit and that's it, there is no indication that I could search instead. So if I'm expecting to browse to the value I have no idea what to do next.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

There is a trick @Angela Engelbrecht that might help.

 

In your form, you can choose to display the path of the item, alongside the label of it. To do this:

1. Select the combo box control displaying your managed metadata field

2. In the properties tab, click on the data source name, next to "Data"

3. In the panel that opens, change the layout from Single to Double

4. This adds a secondary text field, in which you can display the path of the items.

 

ShowPathForManagedMetadata.JPGManagedMetadataFields.JPG

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

@Liam Harrison, agreed the default text doesn't give enough of an indication. 

 

Maybe as a workaround, you can type in some other text into the InputTextPlaceholder property to say "Type to see more options" or something similar (see picture below). Going up to 500 items is probably not feasible for performance reasons, and it is too many items to scroll through for a user as well. 

 

AlternativePrompt.JPG

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Thank you so much for the above. I will give a try today and report back if I have any issues/questions.

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Thanks very much,

Really good to get some clarity on the position. 

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

Hi @Kerem Yuceturk,

 

I have built a PowerApp that is not directly connected to a SharePoint list.  However, I have created a list with the MMD field to serve as input into my PowerApp.  The MMD fields are being surfaced as drop-down lists with no option to type the values.  Therefore, displaying a higher number, such as 50 would definitely help.  When could we expect this?

 

Thanks,

-Haniel

Re: Set values for Managed Metadata (aka Taxonomy) columns in PowerApps and Flow! (First Release)

I need to load all terms from a term set (using choices() function) into a powerapp collection so I can add an extra column for my display field. Loading 20 items is not enough. There should be a parameter to the choices() function to specify the limit of terms to load and not hard blocking the number of items to load. User will decide based on performance...

 

 

It is hard to understand these types of limitations...

 

 

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