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Problem adding records to SharePoint list with folders

  • 1.  Problem adding records to SharePoint list with folders

    Posted Feb 24, 2021 12:56 AM

    Iam trying to add records to SP List with folders enable but it dosen workout for me any idea how to do this. 

    Exampel folder name USA add Boston as a city and so on, this is my way of controlling user access to my data list.

    Peter Eriksson

  • 2.  RE: Problem adding records to SharePoint list with folders

    Bronze Contributor
    Posted Feb 25, 2021 05:26 AM

    Would it not be easier to have two SharePoint lists. E.g: One with the city's and countries and one  with a lookup column to the city which would then give you the related country?

    You can then create a view of your list and group it by Country

    Frank Voortman
    Office 365 Solution Architect

  • 3.  RE: Problem adding records to SharePoint list with folders

    Posted Feb 25, 2021 08:35 AM
    I hit this issue just a couple weeks ago. I dont think it can be done. I have put in a uservoice to get this added as a feature.

    We could create separate libraries, rather than separate folders and that would provide the neccesary security, but then the app would need to have a separate connection to each individual library and figure out which one it would need to use as its datasource.

    Also, If we use a single list with secured folders rather than separate libraries, we can create a 'Without FOlders' view on the sharepoint and it will show the users just the items they have access to.

    If you think this is important, please upvote my suggestion at Add list items to folders in sharepoint - Power Platform Community (microsoft.com)

    russell gove
    203 705 3817

  • 4.  RE: Problem adding records to SharePoint list with folders

    Silver Contributor
    Posted Mar 01, 2021 10:09 AM
    Don't use folders in a list. When you access the list, the items are effectively hidden. The ONLY use case I've ever had for folders is to archive items back when the 5,000 item view limit was an issue. Since that's no longer an issue, you no longer need folders.

    Stuff that access lists - whether it's another list for a look up field or Power BI or whatever - can't see inside folders. Don't use them.

    What you're trying to create are called cascading fields - where a choice in Field A filters the choices available in Field B. This is done using a second list and a look up field. Supposedly we're getting that function for the default SharePoint app, but until then you will need a customized form. There are numerous tutorials out there for doing a cascading field. To be honest, I've never gotten the new Power App functionality to work, so I always resort to the old filter expression method. Same only different.

    Rachel Davis
    Program Manager, Business Operations
    Rockwell Automation