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How to Create a SharePoint Form Filtered by Product and State

Rana Garcia Sep 30, 2026 869 views

Question details

The user needs to build a dynamic form where the available information is conditionally filtered based on a selected product and state combination.

How to Create a SharePoint Form Filtered by Product and State

Product: SharePoint
Device & OS: not provided
Scenario: Setting up a SharePoint database form that restricts and displays data dynamically based on multiple user selections.
Observed behavior: Requires a method to implement cascading dropdowns so that options are restricted by previous choices to ensure only approved combinations are displayed.

Before you start

Ensure you have Edit permissions for the SharePoint list and a valid license to use Microsoft Power Apps for customizing SharePoint forms.

Solution 1Recommended

Implement Cascading Dropdowns using Power Apps

The most effective way to filter SharePoint form choices by product and state is to replace the default form with a custom Power Apps form.

Native SharePoint list forms do not support dynamic filtering out of the box. By integrating Power Apps, you can create dependent (cascading) dropdown lists where the selection in one field dictates the available options in another.

Launch Power Apps from SharePoint

Navigate to your SharePoint list. Click "Integrate" in the top command bar, select "Power Apps," and then click "Customize forms."

Configure the Dropdown Controls

In the Power Apps studio, ensure that the data cards for "Product", "State", and your dependent information field are set to use "Allowed Values" so they render as dropdown controls.

Apply the Filter Formula

Select the dropdown control for the dependent information field. In the formula bar at the top, change the 'Items' property to a filter formula, such as: Filter(DataSource, Product = Dropdown_Product.Selected.Value && State = Dropdown_State.Selected.Value).

Publish to SharePoint

Once the formula is applied and tested, click "File" in the top left, select "Save," and then click "Publish to SharePoint" to make the customized form live for all users.

Implement Cascading Dropdowns using Power Apps

Further Guidance: For complex data structures or troubleshooting formula errors, refer to Microsoft's official cascading lists documentation or ask advanced questions in the Power Apps Community forums.

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Frequently Asked Questions

Can I create cascading filters natively in SharePoint without Power Apps?

No, out-of-the-box SharePoint list forms have limited dynamic filtering capabilities and do not support cascading dropdowns. You must use Power Apps or a custom code solution to achieve this functionality.

How do I handle a scenario where one form applies to multiple states?

In your backend SharePoint list acting as the data source, ensure you have a mapping list that associates approved products with all applicable states. Power Apps will evaluate these records and filter the approved combinations accordingly.

Will the customized Power Apps form work on mobile devices?

Yes. Once you publish the customized Power Apps form to SharePoint, any user accessing the list via a web browser or the SharePoint mobile app will automatically see and use the responsive custom form.

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