Important Power App Formulas

1 1⃣ Set() – Global Variables

📌 Use Case: Store values globally and access them across multiple screens.

Set(varUserName, TextInput1.Text)

➡ Scenario: Store the logged-in user’s name and display it on another screen.

2⃣ UpdateContext() – Context Variables

📌 Use Case: Store values locally within a screen.

UpdateContext({varScreenMessage: "Welcome!"})

➡ Scenario: Show a temporary success message on the screen after an action.

3⃣ If() – Conditional Logic

📌 Use Case: Perform conditional operations.

If(TextInput1.Text = "", "Please enter a value", "Valid Input")

➡ Scenario: Validate user input before submission.

4⃣ LookUp() – Fetch a Single Record

📌 Use Case: Retrieve a specific record from a data source.

LookUp(Employees, EmployeeID = Dropdown1.Selected.ID, Name)

➡ Scenario: Get an employee’s name based on the selected ID in a dropdown.

5⃣ Filter() – Retrieve Multiple Records

📌 Use Case: Fetch multiple records based on a condition.

Filter(Employees, Department = "HR")

➡ Scenario: Display only HR department employees in a gallery.

6⃣ Distinct() – Remove Duplicates

📌 Use Case: Get unique values from a column.

Distinct(Employees, Department)

➡ Scenario: Populate a dropdown with unique department names.

7⃣ Concat() – Combine Multiple Values

📌 Use Case: Merge multiple values into a single string.

Concat(Employees, Name & ", ")

➡ Scenario: Display all employee names as a comma-separated list.

8⃣ Patch() – Update or Insert Records

📌 Use Case: Save new data or update existing records in Dataverse.

Patch(Employees, Defaults(Employees), {Name: TextInput1.Text, Department:

Dropdown1.SelectedText})

➡ Scenario: Add a new employee record when a user submits a form.

9⃣ Navigate() – Screen Navigation

📌 Use Case: Move between screens in the app.

Navigate(Screen2, ScreenTransition.Fade)

➡ Scenario: Go to Screen2 with a fade transition when a button is clicked.

🔟 Collect() & ClearCollect() – Store Data in Collections

📌 Use Case: Temporarily store data in collections.

ClearCollect(colEmployees, Employees)

➡ Scenario: Load employees into a collection for offline usage.

✨ Bonus: Sort() – Sort Records

📌 Use Case: Sort records in ascending/descending order.

Sort(Employees, Name, Ascending)

➡ Scenario: Display employees alphabetically.

1 1⃣ Switch() – Multiple Conditional Checks

📌 Use Case: Simplifies multiple If() conditions.

Switch(Dropdown1.Selected.Value,
"HR", "Human Resources",
"IT", "Information Technology",
"Finance", "Finance Department",
"Unknown"
)

➡ Scenario: Display full department names based on the selected value from a dropdown.
2⃣ IsBlank() & IsEmpty() – Check for Empty Values

📌 Use Case: Validate input fields or check if a collection is empty.

If(IsBlank(TextInput1.Text), Notify("Please enter a value",

NotificationType.Error))

➡ Scenario: Prevent submission of an empty form field.

If(IsEmpty(Employees), Notify("No employees found",

NotificationType.Warning))

➡ Scenario: Show a warning if there are no records in the Employees table.

3⃣ User() – Get Logged-in User Information

📌 Use Case: Retrieve details of the currently logged-in user.

User().FullName

➡ Scenario: Auto-fill the logged-in user’s name in a form.

User().Email

➡ Scenario: Display the user’s email for authentication purposes.

4⃣ StartsWith() – Search Records Efficiently

📌 Use Case: Filter records as the user types.

Filter(Employees, StartsWith(Name, TextSearchBox1.Text))

➡ Scenario: Implement real-time search functionality in a gallery.

5⃣ EndsWith() – Filter Based on Ending Text

📌 Use Case: Find records where a column ends with a specific value.

Filter(Employees, EndsWith(Email, "@company.com"))

➡ Scenario: Display only employees with company email addresses.

6⃣ Remove() & RemoveIf() – Delete Records

📌 Use Case: Delete data from a collection or table.

Remove(Employees, LookUp(Employees, EmployeeID = SelectedItem.ID))

➡ Scenario: Delete a selected employee record.

RemoveIf(Employees, Department = "HR")

➡ Scenario: Delete all employees in the HR department.

7⃣ Update() – Modify an Existing Record

📌 Use Case: Update an existing record without replacing the entire row.

Update(Employees, LookUp(Employees, EmployeeID = 123), {Name: "John Doe",

Salary: 60000})

➡ Scenario: Update an employee’s salary without affecting other fields.

8⃣ ForAll() – Apply an Action to Each Item in a Collection

📌 Use Case: Perform batch operations.

ForAll(Employees, Patch(Employees, ThisRecord, {Salary: Salary * 1.1}))

➡ Scenario: Give all employees a 10% salary hike.

9⃣ Rand() – Generate Random Numbers

📌 Use Case: Create random values for testing or unique identifiers.

Rand() * 100

➡ Scenario: Generate a random discount between 0 and 100%.

"EMP-" & Round(Rand() * 10000, 0)

➡ Scenario: Generate a unique employee ID.

🔟 DateAdd() – Add or Subtract Time from Dates

📌 Use Case: Manipulate dates dynamically.

DateAdd(Today(), 30, Days)

➡ Scenario: Show the due date 30 days from today.

DateAdd(Today(), -7, Days)

➡ Scenario: Display the date 7 days ago.

🎯 Summary of These 10 Formulas

Formula Purpose Example Use Case

Switch() Replaces multiple If() Show full department names based
conditions on selection
IsBlank() / Checks if a field or table is Validate input before submission
IsEmpty() empty
User() Gets current user details Auto-fill logged-in user’s name
StartsWith() Filters data dynamically Real-time search in a gallery
EndsWith() Finds records with specific Filter emails ending in
ending text @company.com
 Remove() / Deletes records Remove selected employees from
RemoveIf() HR department
Update() Updates an existing record Change an employee’s salary
ForAll() Loops through a collection Apply a salary increase for all
employees
Rand() Generates random numbers Assign unique IDs
DateAdd() Adds or subtracts time from Set expiry dates dynamically
dates

1 1⃣ Text() – Format Text & Dates

📌 Use Case: Convert numbers/dates into a specific format.

Text(Now(), "dd-mm-yyyy hh:mm:ss")

➡ Scenario: Display the current date and time in day-month-year format.

Text(Value(TextInput1.Text), "[$-en-US]$#,##0.00")

➡ Scenario: Format a number as currency.

2⃣ Value() – Convert Text to Number

📌 Use Case: Convert a string into a numeric value for calculations.

Value("123") + 10

➡ Scenario: Perform arithmetic operations on user input stored as text.

3⃣ Match() – Validate Text Using Regular Expressions

📌 Use Case: Validate input formats (e.g., emails, phone numbers).

If(Match(TextInput1.Text, "\d{10}"), "Valid Phone Number", "Invalid")

➡ Scenario: Ensure the user enters a 10-digit phone number.

If(Match(TextInput1.Text, "^[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\.[a-zA-
Z]{2,4}$"), "Valid Email", "Invalid")

➡ Scenario: Validate email input.

4⃣ Split() – Convert a String into a Table

📌 Use Case: Extract values from a comma-separated string.

Split("Apple,Banana,Orange", ",")

➡ Scenario: Convert a comma-separated list into a collection.

Filter(Employees, emp_desig in Split(ComboBox1.Selected.emp_desig, ","))

➡ Scenario: Filter employees based on multiple selected designations.

5⃣ Table() – Create a Temporary Table

📌 Use Case: Store temporary static data.

Table({ID: 1, Name: "John"}, {ID: 2, Name: "Alice"})

➡ Scenario: Show a quick list without using a database.

6⃣ GroupBy() – Group Data by a Column

📌 Use Case: Categorize data into groups.

GroupBy(Employees, "Department", "GroupedData")

➡ Scenario: Show employees grouped by department.

GroupBy(SalesData, "Region", "SalesByRegion")

➡ Scenario: Summarize sales by region.

7⃣ Ungroup() – Convert Grouped Data Back to Normal

📌 Use Case: Flatten a grouped dataset.

Ungroup(SalesByRegion, "SalesData")

➡ Scenario: Show the original list of sales records.

8⃣ Sum() – Calculate the Total of a Column

📌 Use Case: Aggregate numeric data.

Sum(Employees, Salary)

➡ Scenario: Calculate the total salary expense.

Sum(Sales, Revenue)

➡ Scenario: Show the total revenue.

9⃣ Average() – Find the Average Value

📌 Use Case: Calculate the mean of a dataset.

Average(Employees, Salary)

➡ Scenario: Display the average salary of employees.

Average(StudentScores, Score)
➡ Scenario: Calculate students' average test scores.

🔟 CountRows() & CountIf() – Count the Number of Records

📌 Use Case: Count records with or without conditions.

CountRows(Employees)

➡ Scenario: Show the total number of employees.

CountIf(Employees, Department = "HR")

➡ Scenario: Show the number of employees in HR.

🎯 Summary of These 10 Formulas

Formula Purpose Example Use Case

Text() Format numbers & dates Show dates in dd-mm-yyyy format
Value() Convert text to a number Convert input for calculations
Match() Validate text using regex Ensure email & phone number
format
Split() Convert string to table Break comma-separated values
Table() Create a table manually Store temporary data in an app
GroupBy() Group data by a field Group employees by department
Ungroup() Convert grouped data Show original list from grouped
back data
Sum() Get the sum of a column Calculate total salary/revenue
Average() Find the average of a Show average salary or test scores
column
CountRows() & Count records Count total employees or filter-
CountIf() based

1 1⃣ Patch() – Add, Update, or Modify Records in a Data Source

📌 Use Case: Save form data into a Dataverse table.

Patch(Employees, Defaults(Employees), {Name: "John", DeptID: 5})

➡ Scenario: Add a new employee with Name = John and DeptID = 5.

Patch(Employees, LookUp(Employees, ID = 101), {Salary: 75000})

➡ Scenario: Update salary for an existing employee with ID = 101.

2⃣ Remove() – Delete a Record from a Data Source

📌 Use Case: Delete selected employee from a gallery.

Remove(Employees, Gallery1.Selected)

➡ Scenario: Remove the selected employee from the Employees table.

3⃣ RemoveIf() – Delete Records Based on a Condition

📌 Use Case: Delete employees who have resigned.

RemoveIf(Employees, Status = "Resigned")

➡ Scenario: Remove all resigned employees from the database.

4⃣ Collect() – Store Data in a Collection

📌 Use Case: Save user selections into a temporary list.

Collect(SelectedProducts, {ProductID: 101, Name: "Laptop"})

➡ Scenario: Store selected product details for checkout.

Collect(TempData, Employees)

➡ Scenario: Store all employee records in a temporary collection.

5⃣ ClearCollect() – Clear and Then Store New Data

📌 Use Case: Refresh data before storing new records.

ClearCollect(TempData, Filter(Employees, DeptID = 5))

➡ Scenario: Fetch only employees from DeptID = 5 into a temporary collection.

6⃣ Sort() – Sort Data in Ascending or Descending Order

📌 Use Case: Sort employees by name.

Sort(Employees, Name, Ascending)

➡ Scenario: Display the employee list alphabetically.

Sort(Employees, Salary, Descending)

➡ Scenario: Show highest-paid employees first.

7⃣ SortByColumns() – Dynamic Sorting Based on Column Name

📌 Use Case: Sort dynamically using dropdown selection.

SortByColumns(Employees, Dropdown1.Selected.Value, Ascending)

➡ Scenario: Allow users to sort employees by Name, Salary, or Department dynamically.

8⃣ Lookup() – Fetch a Single Record from a Table

📌 Use Case: Get Department Name using DeptID (foreign key).

LookUp(Departments, DeptID = EmployeeGallery.Selected.DeptID, Name)

➡ Scenario: Show Department Name in an Employee Form.

LookUp(Employees, ID = 102, Salary)

➡ Scenario: Retrieve salary of Employee ID 102.

9⃣ Search() – Search Text Within a Table

📌 Use Case: Search employees by name.

Search(Employees, TextInput1.Text, "Name")

➡ Scenario: Filter the employee list based on user input.

🔟 Navigate() – Move Between Screens

📌 Use Case: Navigate from Home screen to Employee Details screen.

Navigate(EmployeeDetailsScreen, ScreenTransition.Fade)

➡ Scenario: Open the Employee Details screen with a fade transition.

🎯 Summary of These 10 Formulas

Formula Purpose Example Use Case

Patch() Add/Update data Save a new employee or update a
record
Remove() Delete a record Remove selected employee
RemoveIf() Delete records Remove all resigned employees
conditionally
Collect() Store data in a collection Save selected products for checkout
ClearCollect() Clear & add new data Refresh and store employee list
Sort() Sort data Sort employees alphabetically
SortByColumns() Dynamic sorting Allow users to choose sort order
LookUp() Fetch a single record Get department name from DeptID
Search() Search text in data Search employees by name
Navigate() Move between screens Open Employee Details screen