Posted in JavaScript/jQuery Plugins, Power Apps Portals

Power Apps Portals – Custom Lookup filter

A common requirement for Power Apps Portals is to add dynamic filters when we open a lookup modal. Unfortunately there is no OOB way to achieve this. It is important to state here that the Portal relies on the Lookup View from your D365/Dataverse, so if you need a static filter you can always change that view:

In this post I will show a customization using client-side code to filter the data presented on the lookup modal. But before that, I’d like to share an article by a community champion that uses a different method: https://www.dancingwithcrm.com/custom-lookup-filtering-powerapps-portal/ by Oleksandr Olashy.

The idea of the article above is to render the lookup as a dropdown, and then use JavaScript/Web Templates to perform a query and finally re-populate the options in the dropdown element.

That approach will probably be enough for most scenarios, but what if you still need to show the Lookup modal as below?:

Here are a few reasons you might want to display the Lookup modal:

  • If your list is a very long list, a dropdown might not be the best experience for the user;
  • You might want to use the search;
  • You might want to display multiple columns;
  • If you have a subgrid and have an action for Associate record, this will always open the lookup-modal.

In my example, I have an Account lookup on the Contact profile form, and the filter I want to do here is hiding certain records if the current user is not an Administrator. I will also add a flag on the Account entity to mark records that should be hidden.

Here is my Account data with no filters via Advanced Find search:

Now I will add the following JavaScript code to the Profile Web Page:

$(document).ready(function () {

    var list = $("#parentcustomerid_lookupmodal").find(".entity-lookup").find(".entity-grid").eq(0);
    list.on("loaded", function () {
        
        // hide "Admin Only" column
        list.find("table thead th").eq(2).hide();
        list.find("table tbody tr").each(function () { $(this).find("td").eq(2).hide(); });

        var isAdmin = "{{ user | has_role: 'Administrators' }}";
        console.log("is admin: " + isAdmin);
        if (isAdmin == "false") {
            list.find("table tbody > tr").each(function () {
                var tr = $(this);
                var adminOnly = $(tr).find('td[data-attribute="cr42c_adminonly"]').attr("data-value");
                if (adminOnly == "true") {
                    tr.remove();
                }
            });
        }
    });
});

If I open the lookup again via Portals, these are the options that I am presented with:

Let’s explore the JavaScript code:

  • I am finding the modal associated with the id parentcustomerid_lookupmodal and injecting a function to the OnLoad event;
  • Optionally, I am hiding the Admin Only column, as I want that column to be for technical purposes only;
  • Using Liquid, I am checking if the user contains the Administrators role;
  • Finally I am looping through the list and checking the value for my Admin Only column, and completely removing the <tr> element in case it’s not supposed to be shown.

Here are a few other business scenarios for which this approach might be applicable:

  • Dynamic filter based on a parent record (performing a query via oData or FetchXML to retrieve the related records);
  • Filter records on an Associate modal – for this we just need to change how to assign the list variable:

From:

var list = $("#parentcustomerid_lookupmodal").find(".entity-lookup").find(".entity-grid").eq(0);

To:

var list = $(".associate-lookup").find(".entity-grid").eq(0);

Conclusion

I really wish we were able to select which view to display in Portal lookups, as well as set them dynamically. Perhaps Microsoft will add this feature in the future, but in the meantime this JavaScript code is a good solution for filtering lookup controls.

I hope this tip comes in handy for your Power Apps Portals project.

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