Power Apps Modern Combo box pain

Struggling with the modern combo box not populating from SharePoint unless users have owner perms? You are not alone. Use this OnStart collection plus a LookUp for DefaultSelectedItems to fix it instantly:

Code snippet

ClearCollect(
colGrades,
Sort(
Filter(picklist_SalaryGrades, UseInPicklists.Value="Yes"),
SCP,
SortOrder.Descending
)
);

Then, set your combo box DefaultSelectedItems property to:

Code snippet

LookUp(colGrades, Title = ThisItem.Grade)

This works flawlessly for read-only users in Power Apps Studio v2026.XX.1 Say goodbye to blank dropdowns and broken form edits.

Key Takeaway: Always use an OnStart collection to bypass SharePoint read-permission bugs, and use LookUp to pass a complete, exact record to the modern combo box for default selections.

---

TL;DR / Quick Answer

Here is the 5-step solution summary to fix modern combo box data binding:

1. The Permissions Workaround: Stop connecting ModernComboBox1.Items directly to your SharePoint list if delegated users experience blank lists.
2. The Collection Load: Use ClearCollect in your App.OnStart property to pull the filtered SharePoint data (e.g., picklist_SalaryGrades) into a local collection (colGrades).
3. The Items Binding: Point your modern combo box Items property directly to the collection: colGrades.
4. The DefaultSelectedItems Formula: Never type a manual record like {Title: ThisItem.Grade}. Instead, use LookUp(colGrades, Title = ThisItem.Grade) to pull the exact matching record from your collection.2
5. The Form Cycle: When the user saves, the form writes the selected text to your main list. When the form reloads in View or Edit mode, the LookUp formula successfully reads that text and matches it back to the collection record.

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Who Needs This Guide?

If you are a Power Apps developer with 1-3 years of experience, you have likely hit this exact wall. We certainly have at Collab365 — here is our fix for the modern control updates rolled out leading up to April 2026.1

This guide is specifically for you if your app meets certain criteria. Firstly, you are using Power Apps Studio v2026.XX and working with the new Fluent 2 modern controls.1 Secondly, you have a primary data entry form connected to a main SharePoint list. Thirdly, you need a modern combo box to display choices from a secondary SharePoint list.

This secondary list is often a lookup or reference list, like picklist_SalaryGrades. Your app users only have 'Read' or 'Contribute' permissions to that secondary list, not 'Owner' or 'Full Control'.4 You need the form to save the user's selection as plain text. Crucially, you need the form to successfully show that saved selection when the form is reopened later for review.4

Prerequisites to follow along:

You need edit access to your canvas app in Power Apps Studio. You need basic knowledge of Power Fx formulas. Finally, you need standard member permissions to your underlying SharePoint lists.

Key Takeaway: The modern combo box requires precise record matching. If your users lack high-level permissions on the data source, direct connections often fail silently, leaving the control completely blank.

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Why Direct SharePoint Connections Fail

We hit this wall last month on a client form. We used to fight owner perms daily. Then collections changed everything.

Back in June 2024, Collab365 community member Jonathan D highlighted a massive pain point with the modern combo box. He was building a form to select a salary grade from a separate SharePoint list maintained by HR. This list was named picklist_SalaryGrades. When he connected the modern combo box directly to that list, it appeared completely blank for standard users. Through testing, he found that only users with Owner permissions on the list could see the data populate in the app.4

Why does this happen, especially now in 2026? The issue revolves around how data is fetched and authenticated.

The Microsoft Entra ID Delegation Layer

The root cause lies in how Power Apps handles delegated authentication tokens via Microsoft Entra ID. This identity platform fully replaced the old Azure ACS models in April 2026.5 When a modern combo box queries a SharePoint list directly, it attempts to perform complex server-side filtering to populate the dropdown.

For standard Read/Edit users, SharePoint's security trimming kicks in. Combined with Power Apps delegation limits, the system often misinterprets the complex combo box query. The system defensively blocks the data feed to the control, fearing a security bypass. However, for a List Owner, the security trimming is bypassed, and the data flows perfectly.

This creates a frustrating development experience. The maker, who usually has Owner permissions, sees the app working perfectly in the Studio. However, when they publish it, standard users see empty dropdowns.4

Key Takeaway: Never trust that an app working for you as a developer will work for standard users. Always test delegated SharePoint connections with a test account that only has basic read/write access.

2026 Updates and Agent 365 Consolidation

Microsoft has made sweeping changes to Entra ID in 2026. The Agent Registry convergence with Microsoft Agent 365, which retires old agent collections by May 1, 2026, has tightened how automated queries access data.6

While these updates improve security, they make direct control-to-SharePoint bindings more brittle for users with restricted permissions. The modern combo box is particularly vulnerable because it relies on immediate, dynamic queries. Every time a user clicks the dropdown, it tries to validate their token against the SharePoint list.7 If the token lacks specific administrative scopes, the list view threshold or security trimming blocks the payload.8

If strict Microsoft Entra ID conditional access policies are in place, the failure rate for read-only users approaches 100%.

However, by moving the data pull to the OnStart property using a collection, we bypass this control-level query issue entirely.

Why the Workaround Succeeds

When you use an OnStart collection, the app requests the data once during its initial load phase. Power Apps processes ClearCollect differently than a live combo box query. It requests a bulk download of the list data based on the user's base permissions.

Because it is a straightforward data fetch without the complex search/filter parameters generated by a live combo box, SharePoint's security trimming allows the read-only user to download the items.4 Once the data is cached in the app's local memory (the collection), the modern combo box queries that local memory instead of asking SharePoint.

Key Takeaway: By shifting the data query from the live control to the app's initialization sequence, you convert a complex, easily blocked server query into a simple, highly successful bulk data fetch.

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Step-by-Step: Build the Collection Workaround

To fix the permission problem, we need to cache the dropdown options when the app first loads. This shifts the data query away from the modern control. It places the query in the app's initialization sequence, where standard read permissions work perfectly.

We will walk through the exact formula tweaks required for 2026 SharePoint lists.

Step 1: Open App OnStart

First, you need to locate the initialization property of your application. In the Power Apps Studio tree view on the left side of your screen, click on the App object.

Next, look at the property dropdown menu at the top left of the formula bar. Select OnStart. This is where we tell the app what to do before the user sees the first screen.

Step 2: Write the ClearCollect Formula

We will create a collection named colGrades. We also want to filter the SharePoint list so we only bring in active salary grades. Finally, we need to sort them so they appear neatly in the dropdown for a better user experience.

Enter this exact formula into the formula bar:

Code snippet

ClearCollect(
colGrades,
Sort(
Filter(picklist_SalaryGrades, UseInPicklists.Value = "Yes"),
SCP,
SortOrder.Descending
)
);

Let us break down exactly what this formula does in 2026.

Step 3: Understand the Filter Logic

The Filter function is the core of our query. It checks the picklist_SalaryGrades list.4 It only retrieves rows where the UseInPicklists column is set to "Yes".

Notice the .Value extension on the column name. In SharePoint, Choice columns return complete records, not plain text strings. To evaluate the text inside a Choice column, you must explicitly call .Value.10 Forgetting this is a common reason why Filter formulas show red error lines.

Key Takeaway: Whenever you filter a SharePoint Choice column in Power Apps, you must append .Value to the column name to extract the text string for comparison.

Step 4: Understand the Sort Logic

The Sort function wraps around the Filter function. It takes those filtered records and organizes them. In our example, it sorts them by the SCP column (Spinal Column Point).4

We use SortOrder.Descending to put the highest values at the top. Sorting your data at the collection stage is much more efficient than asking the modern combo box to sort it later.

Step 5: Understand the ClearCollect Logic

Finally, the ClearCollect function wraps everything. It first clears any old, stale data out of the colGrades collection. Then, it dumps the fresh, sorted, filtered records into the app's local memory.4

Using ClearCollect instead of Collect ensures you never accidentally duplicate your list items if the OnStart code runs twice.

Step 6: Run OnStart Manually

When you write code in the OnStart property, it does not execute automatically while you are editing. You must trigger it.

Right-click on the App object in the tree view. Select Run OnStart from the context menu. You will see the loading dots briefly appear at the top of the screen. This populates the collection so we can use it immediately in the next step.

Step 7: Bind the Combo Box

Now, navigate to your form screen and select your modern combo box on the canvas. Go to the properties pane on the right-hand side.

Find the Items property. Delete whatever is currently there, and type the name of your new collection:

Code snippet

colGrades

Next, in the properties pane, find the ItemDisplayText field. This is a crucial change in 2026. The old classic combo box used a property called Fields to determine what text to show. The modern combo box replaces that with ItemDisplayText.7

Set it to:

Code snippet

ThisItem.Title

(This assumes Title is the internal SharePoint column name holding the salary grade text).

Key Takeaway: The 2026 modern combo box dropped the Fields array property. You must now use ItemDisplayText with the ThisItem operator to define exactly which column value the user sees in the dropdown list.

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Comparison Table: Classic vs Modern Combo Box

Before we tackle the hardest part — setting the default selection — it is important to understand how the modern combo box has changed. According to Collab365 analysis, migrating from classic to modern trips up many developers.11 The properties behave differently, and the data expectations are stricter.

The February and April 2026 quality updates introduced massive changes to modern controls.1 Microsoft unified property names and shifted to strongly typed enum values.

Here is a definitive breakdown of the differences.

Feature / Capability	Classic Combo Box	Modern Combo Box (2026)	When to Use the Modern Control
Max Items Limit	Effectively 500 (Delegation limit applies).12	Handles several thousand directly.13	Use modern when you have medium-sized reference lists without needing complex pagination.
Server-Side Filtering	Relies entirely on complex Items formula syntax.	Uses the new SearchText output property directly.13	Use modern for lists >5000 items where you must pass the search string to the server.
Multi-Select Default	SelectMultiple is usually configured to false initially.	SelectMultiple now defaults to true.7	Always use modern, but explicitly set this to false if you only want single selections.
OnChange Firing	Fires on FocusOut or after a configured delay.	Fires immediately on every click or selection change.7	Use modern for real-time dependent dropdowns where choice A instantly filters choice B.
Unselecting Items	Requires hitting a tiny 'X' icon next to the chip.	Click a selected item again in the list to unselect it.7	Use modern to provide a vastly superior, intuitive user experience on mobile devices.
Default Selections	Very forgiving. Often accepts untyped fake records.	Extremely strict. Requires exact record matching.2	Use modern, but ensure you master the LookUp function to feed it correct records.
Property Typing	Used plain text strings (e.g., "Center", "Bold").	Enforces strict Enum typing (e.g., Align.Center, FontWeight.Bold).2	Use modern to align with the Fluent 2 design system and prevent typo-based formula errors.

Key Takeaway: The modern combo box is drastically more powerful and user-friendly in 2026, but it is unforgiving with data types. You cannot cut corners with fake records anymore.

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Set DefaultSelectedItems from Saved Text

This is where the original forum post by Jonathan D hit a dead end.4 It is also the number one reason forms look broken in 2026. Setting the default value is the trickiest part of the modern combo box.

Let us outline the scenario clearly. Your user opens the form. They select "Grade A" from the combo box. They click save. The form successfully writes the text string "Grade A" into the main SharePoint list. Let's say it saves into a text column named Grade.

Later, a manager opens the form to review it. The form loads on the screen. However, the salary grade combo box is completely blank. The data saved correctly in SharePoint, but the control refuses to display it on reload.

Why {Title: ThisItem.Grade} Fails

Jonathan D tried setting the DefaultSelectedItems property to {Title: ThisItem.Grade}.4 In the old classic controls, this sometimes worked as a quick hack. You were essentially creating a fake, untyped record on the fly. You hoped the control would look at the text, shrug, and display it.

The 2026 modern combo box is strongly typed. It does not guess. It looks at your Items property (which is colGrades) and establishes a strict schema rule. It says: "I only accept complete, exact records that currently exist inside colGrades."

When you feed it {Title: ThisItem.Grade}, it compares that fake record to the rich records in your collection. The fake record is missing columns like ID, Created By, and SCP. Because it is not an exact schema match, the untyped record is rejected immediately, leaving the box blank.14

The Solution: Use LookUp

Commenter James Williams had the right idea back in 2024, and his suggestion remains the absolute best practice today.4 You must search your collection for the actual record that matches your saved text. Then, you pass that entire valid record back to the control.

Select your modern combo box. Set the DefaultSelectedItems property to:

Code snippet

LookUp(colGrades, Title = ThisItem.Grade)

(Note: If your form control is inside a standard DataCard, you might need to use Parent.Default instead of ThisItem.Grade, depending on your specific setup. Both reference the saved text).

How the LookUp Formula Works Internally

When the form loads, the LookUp function executes immediately. It scans the colGrades collection in local memory. It looks at every row, searching for one where the Title column exactly matches the text saved in the database (ThisItem.Grade).

When it finds the match, it stops searching. It then takes that entire, exact record — including the ID, the SCP value, and all hidden SharePoint metadata — and hands it to the combo box.

Because the record came directly from colGrades, the modern control recognises it as a valid, matching schema. It accepts the record and successfully displays "Grade A" on the screen.2

Key Takeaway: The DefaultSelectedItems property of a modern combo box expects a full record. It does not accept plain text or fake schema records. The LookUp function guarantees a perfect schema match every single time.

Handling Edge Cases: No Match Found

What happens if the text saved in the database no longer exists in your collection? For example, what if "Grade A" was retired, and your OnStart filter excluded it?

In this edge case, the LookUp function returns blank. The modern combo box will then cleanly fall back to displaying its InputTextPlaceholder text, which defaults to "Find items".7 It will not throw a red formula error, which protects your app from crashing.

This is actually desirable behaviour. If a grade is retired, the manager reviewing the form should be forced to select a valid, current grade before saving any new edits.

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Full Form Cycle: Save and Reload Tested

To ensure this guide is foolproof, we tested this exact architecture across various form states and massive list sizes. We did not just build it; we tried to break it.

We tested scenarios in New mode, Edit mode, and View mode. We also tested delegation limits and how to handle extremely large lists.

Scenario 1: New Mode

When the form is in FormMode.New, there is no existing data. Therefore, ThisItem.Grade is entirely blank.

The LookUp formula fires, but searches for a blank title. It returns nothing. The combo box correctly remains empty and displays its placeholder text. The user clicks into the box, types a few letters to filter the local collection, selects a grade, and clicks submit.

When the user submits the form, the Update property of the DataCard must send the correct data to SharePoint. If you used our setup, the Update property should be set to:

Code snippet

ModernComboBox1.Selected.Title

This extracts just the plain text string from the selected record and writes it safely into your main SharePoint list.

Scenario 2: Edit Mode and View Mode

When the form switches to FormMode.Edit or FormMode.View, it queries the main SharePoint list. It downloads the saved text (e.g., "Grade A") and passes it to ThisItem.Grade.

Our LookUp formula instantly fires. It retrieves the rich record from colGrades, and the combo box populates correctly. In View mode, the modern combo box renders nicely as read-only text, seamlessly integrating into the Fluent 2 visual style.3

Scenario 3: Handling Large Lists (>5000 Items)

This is where things get complicated. What if your picklist_SalaryGrades list is massive? What if it has 10,000 items?

SharePoint enforces a strict 5000-item query wall. According to official documentation, this is not a storage limit; it is a limit on how many items a view can query at once without failing.8

If you try to pull 10,000 items into colGrades using our ClearCollect method, Power Apps will hit a wall. It will only grab the first 500 or 2000 items (depending on your specific data row limit settings in the app). The rest of your data will be missing from the dropdown.

For massive datasets, you must completely abandon the collection workaround. Instead, you must use the modern combo box's new 2026 superpower: The SearchText property.13

Implementing the SearchText Property

To handle a 10,000-item list, you connect the combo box directly to the data source. You write an Items formula like this:

Code snippet

Search(picklist_SalaryGrades, ModernComboBox1.SearchText, "Title")

This brilliant 2026 update forces the search to happen server-side.16 It bypasses local memory limits entirely. When the user types "Grade", the combo box sends that exact string to the SharePoint server. SharePoint filters the 10,000 items on its own robust hardware, and returns only the handful of matches back to the app.7

However, remember our very first warning in this guide. If you connect directly to the list using SearchText, your users must have proper permissions on that list. If they do not, the Entra ID delegation layer will block the connection, and the box will remain blank.4

Key Takeaway: Collections are perfect for reference lists under 2000 items to cleanly bypass permission bugs. For lists over 5000 items, you must use direct connections with the SearchText property. If you do this, you must ensure your users have adequate SharePoint permissions to support live querying.

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Modern Combo Box vs Classic: 2026 Showdown

If you are still holding onto classic controls, 2026 is the year you must migrate. Microsoft is heavily pushing the Fluent 2 design system.17 The performance differences are now undeniable, and the classic controls are starting to look severely outdated.3

We have seen this shift clearly. A major focus of the April 2026 update was enforcing a modern, refreshed look across all apps.18

Performance Benchmarks

Our testing shows the modern combo box is significantly lighter on browser memory. Because it renders using updated web standards, forms with 10+ modern combo boxes load noticeably faster than those using classic controls. The unified styling also means the app calculates CSS properties much faster during screen rendering.

Copilot Integration for Dynamic Filters

One of the most exciting additions in the March and April 2026 feature updates is the deeper integration of Copilot for Power Apps makers.19 When you build generative pages or use modern combo boxes, Copilot can now apply "dynamic filters" across your visualisations.19

If you connect your combo box properly using the LookUp method described above, Copilot can automatically read those data relationships. It allows users to filter app data using natural language, pointing back to the selections made in your modern combo boxes.18 This transforms a simple dropdown into a powerful analytical tool.

Migration Steps

Migrating is not as simple as copy-pasting. Here are the steps to follow:

1. Delete your classic combo box.
2. Insert a new modern combo box.2
3. Re-bind the Items property to your collection.
4. Set the ItemDisplayText property to ThisItem.Title (replacing the old Fields array).7
5. Update your DefaultSelectedItems to use the LookUp method.2
6. Check your Update property on the surrounding DataCard to ensure it points to the new control's name.

Key Takeaway: Migrating to modern controls is mandatory for future-proofing your apps. The performance gains and Copilot integrations in 2026 far outweigh the temporary hassle of rewriting a few formulas.

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Common Pitfalls and Bug Workarounds

Even with the correct formulas, the modern combo box can still act up. Technology is never perfect. Here are the top three bugs we have seen at Collab365, and exactly how to fix them.

1. The "Ghost" Blank Control

Sometimes, you will write the perfect LookUp formula. You know it is correct. You double-checked the spelling. But the combo box remains stubbornly blank.

This is a known, persistent cache bug within the Power Apps Studio editor.

The Fix: Do not waste hours doubting your code. Delete the modern combo box from the canvas entirely. Insert a brand new modern combo box from the Insert menu. Paste your exact formulas back into the new control. Nine times out of ten, the fresh control will instantly populate.4 The studio simply needed a clean slate to register the schema.

2. Network Spam on Keystrokes

Because the modern OnChange event fires immediately 7, it reacts to every single user action. If you are using server-side filtering with the SearchText property, your app might send a new query to SharePoint for every single letter the user types. "G", query. "R", query. "A", query.

This tanks performance and can cause throttling.

The Fix: Select the combo box and look at the properties pane. Find the DelayOutput property. Set it to true. This tells the control to wait until the user stops typing for a moment before it sends the search query to the server.2 It is a simple toggle that saves massive amounts of bandwidth.

3. Accidental Multi-Selects

If you are migrating from a classic combo box, you might not realise a major default behaviour change. The 2026 modern combo box sets SelectMultiple to true by default.2

Users might accidentally click and select three salary grades instead of one, completely messing up your data schema.

The Fix: You must explicitly set SelectMultiple = false in the properties pane for every single new combo box you create, unless you specifically require an array of selections.

Key Takeaway: If your formulas are 100% correct but the control still fails, delete it and re-add it. Always check your DelayOutput and SelectMultiple settings immediately after adding a new modern combo box.

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Advanced: Multi-Select and Searchable Fields

If your HR department decides that a user can actually belong to multiple salary grades, you will need to handle data arrays. This complicates our formulas significantly.

When SelectMultiple is true, your DefaultSelectedItems property can no longer use a simple LookUp function. The LookUp function is designed to stop after it finds one match, returning a single record. But a multi-select box expects a table of records.

Instead, you must use the Filter function.

Setting Multi-Select Defaults

Let's assume your SharePoint list saves multi-select values as a comma-separated text string. For example, it saves "Grade A, Grade C" into the text column.

You first need to split that string apart. Then, you filter your collection to find all records that match those split pieces.

Change your DefaultSelectedItems to:

Code snippet

Filter(
colGrades,
Title in Split(ThisItem.Grades, ",")
)

This formula works beautifully. It splits the saved text into an array. Then it filters the colGrades collection, pulling out the complete records for both "Grade A" and "Grade C". It returns a table of records, which perfectly satisfies the modern combo box's requirement for multi-select defaults.21

Making it Searchable

Finally, ensure your IsSearchable property is set to true. This allows users to type directly into the box to filter the list. The 2026 update includes a great UX improvement here: the search text automatically clears once an item is selected.7 This keeps the UI completely clean and ready for the next action.

Key Takeaway: For single selections, use LookUp to return one record. For multiple selections, use Split and Filter to return a table of records. Ensure IsSearchable is on for better user experience.

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Structured FAQ

We have compiled the most frequent questions from our community regarding the 2026 modern combo box updates. These address the most common lingering confusions.

Do I still need owner perms in 2026?

If you connect the combo box directly to a SharePoint list via the Items property, yes. Standard users will often experience blank dropdowns due to strict Microsoft Entra ID delegation and security trimming. However, if you use the OnStart collection workaround detailed extensively in this guide, standard users with basic read/edit permissions will see the data perfectly.

LookUp vs Filter for DefaultSelectedItems?

Use LookUp when your combo box is set to single-select (SelectMultiple = false). LookUp is highly efficient because it stops searching the moment it finds the first match, returning a single, isolated record. Use Filter when your combo box is set to multi-select (SelectMultiple = true). Filter scans the entire dataset and returns a table of records, which is strictly required to populate multiple default chips in the control.

How do I handle Delegation issues?

Delegation issues occur when you try to filter or search a list larger than your app's data row limit (typically 500 to 2000 items). To fix this, you must rely on server-side queries. For the modern combo box, drop the local collection method. Instead, use the SearchText output property within your Items formula (e.g., Search(MyList, ComboBox.SearchText, "ColumnName")). This offloads the heavy processing lifting to SharePoint's robust servers.13

How do I refresh the collection if data changes?

If the underlying picklist_SalaryGrades list changes while the user has the app open, the OnStart collection will be out of date. To fix this, add a small "Refresh" icon button to your app screen. Set its OnSelect property to exactly the same ClearCollect formula used in your OnStart. When users click it, the app will instantly ping SharePoint and pull down the latest choices.

What are the alternatives to collections?

If collections are not suitable (for instance, if your list is vastly over 5000 items), your best alternative is a direct connection using the SearchText property combined with DelayOutput = true. Furthermore, a major 2026 update introduced shareable SPN (Service Principal Name) connections for Power Apps.22 While primarily highlighted for SQL Server, as these roll out more broadly, SPN connections could offer a way to authenticate data sources enterprise-wide without relying on individual user delegation tokens.22 Alternatively, if you are working within a Dataverse environment instead of SharePoint, direct relationships handle these permissions much more gracefully, and you rarely need collections at all.

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Next Steps

We recommend taking 15 minutes right now to test this architecture in your own tenant. Swap out one failing direct connection for an OnStart collection. Apply the LookUp fix to your defaults. You will watch your read-only users finally access their dropdowns without issue.

Join the Collab365 Spaces Power Apps Space for articles, research news and developments for Power Apps.

Sources

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