Fix Power Apps Checkboxes Missing After SharePoint Form Submission
Question details
Users need to display and retain previous multiselect checkbox values in existing SharePoint list items without clearing earlier records upon submitting a Power Apps form.
- Product
- Power Apps
- Device & OS
- not provided
- Scenario
- Submitting a Power Apps form containing multiselect checkboxes linked to a SharePoint list.
- Observed behavior
- Selected checkboxes do not appear or are lost after the form is submitted to SharePoint, causing previous records to be cleared unexpectedly.
Verify that your SharePoint list column is explicitly configured to allow multiple selections, and ensure you have sufficient editing permissions within the Power Apps canvas app.
Use a Gallery and Collections to Manage Checkbox Selections
Replace standard form checkboxes with a choice gallery and maintain a collection for selected values to ensure data patches correctly to SharePoint.
Default form checkboxes can sometimes fail to bind correctly to SharePoint multiple-choice columns. By using a Gallery control paired with a custom collection, you can manually capture checked items and patch them securely without overwriting existing selections.
Insert a blank vertical Gallery control onto your screen. Select the gallery and set its Items property to Choices(YourListName.YourMultipleChoiceColumn).
Add a Checkbox control inside the gallery. Select the checkbox and set its Default property to evaluate if the item is selected: ThisItem.Value in YourCollectionName.
Set the Checkbox OnCheck property to Collect(YourCollectionName, ThisItem.Value) and set the OnUncheck property to RemoveIf(YourCollectionName, Value = ThisItem.Value).
Use the Patch function to submit your data to SharePoint. For the multiple-choice column parameter, pass YourCollectionName as the value being submitted.
To visually display the saved choices on your view screen, insert a Text Label and set its Text property to Concat(ThisItem.YourMultipleChoiceColumn, Value & ", ").
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Frequently Asked Questions
Why do my Power Apps multiselect checkboxes clear existing data on SharePoint?
This typically occurs because the form submission sends a blank or incomplete array when it fails to read the default checkbox controls properly. This overwrites the existing SharePoint list item data with blank values. Managing selections through a custom collection prevents this data loss.
Can I use a combo box instead of a gallery for multiple choices?
Yes. A standard Combo Box control natively supports multiple selections. You can map its Items property to Choices(List.Column) and use the SubmitForm function, which is often simpler than building a custom gallery collection if you do not strictly require checkboxes.
How do I ensure the checkbox collection resets after a successful submission?
Add the Clear(YourCollectionName) function to the OnSuccess property of your main form, or sequentially after your Patch function in a Submit button's OnSelect property. This ensures the collection resets only when data is successfully saved.
