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Power Platform Community / Forums / Power Apps - Microsoft Dataverse / Issues with Gallery fi...
Power Apps - Microsoft Dataverse
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Issues with Gallery filter

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Posted on by Hanan-khamissy 140

In my gallery, I’m using the following filter (based on user selections). The filter works, but some records created after 17/9 are not appearing in the gallery,

even though they do exist in the Dataverse table (as shown in the image) (their is no created on filter ether in the gallery and in the table)

What could be causing this issue? If it’s a delegation limitation, I would still expect the most recent data created after 17/9 to be retrieved first

 
SortByColumns(
Filter(
        IMACD_Transactions,
        (Combo_Status1.Selected.cre80_status_options in Transaction_Status) || (Combo_Status1.Selected.cre80_status_options = Blank()),
        (Site in Combo_site1.Selected.cre80_site_options) || (Combo_site1.Selected.cre80_site_options = Blank()),
        (Combo_Username1.Text in UserName) || IsBlank(Trim(Combo_Username1.Text)),
        (Initiated_By in Combo_initiat1.Selected.cre80_name) || (Combo_initiat1.Selected.cre80_name= Blank()),
        (Action in Combo_action1.Selected.cre80_sites) || (Combo_action1.Selected.cre80_sites= Blank()),
        (Combo_Olds1.Text in Old_serial) || IsBlank(Trim(Combo_Olds1.Text)),
        (Combo_News1.Text in New_Serial) || IsBlank(Trim(Combo_News1.Text)),
        (Assigned_To in Combo_Assigned1.SelectedItems.Value) || (Combo_Assigned1.Selected.Value = Blank())
    ),"createdon",SortOrder.Descending)
 
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  • Verified answer
    developerAJ Profile Picture
    developerAJ 3,384 on at
    Issues with Gallery filter
    "SortByColumns(
        Filter(
            IMACD_Transactions,
            (IsBlank(Combo_Status1.Selected.cre80_status_options) || Combo_Status1.Selected.cre80_status_options in Transaction_Status),
            (IsBlank(Combo_site1.Selected.cre80_site_options) || Site in Combo_site1.Selected.cre80_site_options),
            (IsBlank(Trim(Combo_Username1.Text)) || StartsWith(UserName, Combo_Username1.Text)),
            (IsBlank(Combo_initiat1.Selected.cre80_name) || Initiated_By in Combo_initiat1.Selected.cre80_name),
            (IsBlank(Combo_action1.Selected.cre80_sites) || Action in Combo_action1.Selected.cre80_sites),
            (IsBlank(Trim(Combo_Olds1.Text)) || StartsWith(Old_serial, Combo_Olds1.Text)),
            (IsBlank(Trim(Combo_News1.Text)) || StartsWith(New_Serial, Combo_News1.Text)),
            (IsBlank(Combo_Assigned1.Selected.Value) || Assigned_To in Combo_Assigned1.SelectedItems.Value)
        ),
        "createdon",
        SortOrder.Descending
    )
    "
    delegable formula
    or 
    you can use nested filters to reduce the records as well
    or 
    if deleagtion is not an issue than you can use sort inside filter
     
     
        Filter(
    SortByColumns(

            IMACD_Transactions,
        "createdon",
        SortOrder.Descending
    ),
            (IsBlank(Combo_Status1.Selected.cre80_status_options) || Combo_Status1.Selected.cre80_status_options in Transaction_Status),
            (IsBlank(Combo_site1.Selected.cre80_site_options) || Site in Combo_site1.Selected.cre80_site_options),
            (IsBlank(Trim(Combo_Username1.Text)) || StartsWith(UserName, Combo_Username1.Text)),
            (IsBlank(Combo_initiat1.Selected.cre80_name) || Initiated_By in Combo_initiat1.Selected.cre80_name),
            (IsBlank(Combo_action1.Selected.cre80_sites) || Action in Combo_action1.Selected.cre80_sites),
            (IsBlank(Trim(Combo_Olds1.Text)) || StartsWith(Old_serial, Combo_Olds1.Text)),
            (IsBlank(Trim(Combo_News1.Text)) || StartsWith(New_Serial, Combo_News1.Text)),
            (IsBlank(Combo_Assigned1.Selected.Value) || Assigned_To in Combo_Assigned1.SelectedItems.Value)
        )
     
     

    If this solution helped you resolve your issue, kindly mark it as accepted — it makes it easier for others to find and also closes the discussion. If you found it useful, a Like ❤️ would be greatly appreciated!

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  • Verified answer
    Abdul Wahab Profile Picture
    Abdul Wahab 42 on at
    Issues with Gallery filter
    1. Delegation limitations
      1. In your filter, you’re using operators like in.
        1. For example:
          1. (Combo_Status1.Selected.cre80_status_options in Transaction_Status)
          2. in is not delegable for Data-verse in most scenarios.
      2. When delegation breaks, Power Apps pulls only the first N records (default 500, max 2000 configurable) from Dataverse and applies filters locally.
      3. That means:
        1. You’re not guaranteed to get the latest records.
        2. Instead, you get the first “page” Dataverse returns, and filtering happens client-side.
        3. That’s why you see older records but not the new ones.
      4. So yes — it is very likely a delegation issue.
    2. Sorting misconception
      1. You’re sorting by createdon after the filter.
      2. If the filter itself is non-delegable, the app already has an incomplete dataset. Sorting won’t help — it just orders what you already retrieved.
      3. This explains why “most recent records” aren’t guaranteed to appear.
    3. Column types and lookups
      1. Some of your filters use lookups like: (Site in Combo_site1.Selected.cre80_site_options)
      2. If Site or Transaction_Status are choice / lookup fields, then delegation support depends on the operator you use. Direct equality (=) is usually delegable; in usually is not.
    4. How to fix / mitigate
      1. Replace in with = wherever possible. For example:
      2. Transaction_Status = Combo_Status1.Selected.cre80_status_options
      3. This will be delegable.
        1. Use IsBlank() properly. Instead of (field in Combo.Selected... OR Combo.Selected = Blank()), try something like
        2. (IsBlank(Combo_Status1.Selected) || Transaction_Status = Combo_Status1.Selected.cre80_status_options)
      4. Check delegation warnings. In Power Apps studio, look for the little blue dot ⚠️ on your formula bar. If delegation isn’t supported, you’ll see a warning.
      5. Increase the data row limit (File → Settings → Upcoming features → Data row limit). But this is only a stopgap — doesn’t guarantee correctness.
    Abdul Wahab
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