Power Apps  

Using the Search() Function in Power Apps with a Demo

Power Apps provides powerful functions that help you build dynamic apps with minimal code. One such function is Search(), which allows users to quickly find records from a data source by typing text into an input box. In this article, we’ll explore how to use the Search() function in Power Apps with a simple employee search demo.

What is Search() in Power Apps?

The Search() function in Power Apps is used to:

  • Search text across one or more columns

  • Return matching records from a table or collection

  • Create real-time search experiences

Syntax:

Search(Table, SearchText, Column1, Column2, ...)

Table: The data source or collection to search
SearchText: The text entered by the user
Columns: One or more columns to search within

Step 1: Create a Sample Employee Collection

Before using the Search() function, we need a data source. In this demo, we’ll create an employee collection.

  1. Open Power Apps Studio

  2. Create a Blank Canvas App

  3. Go to the OnStart property of the App and add the following formula:

ClearCollect(
    colEmployees,
    { ID: 1, Name: "John Smith", Department: "HR", Email: "[email protected]", Location: "New York" },
    { ID: 2, Name: "Sara Johnson", Department: "IT", Email: "[email protected]", Location: "London" },
    { ID: 3, Name: "Michael Brown", Department: "Finance", Email: "[email protected]", Location: "Toronto" },
    { ID: 4, Name: "David Wilson", Department: "IT", Email: "[email protected]", Location: "Sydney" },
    { ID: 5, Name: "Emily Davis", Department: "HR", Email: "[email protected]", Location: "Chicago" },
    { ID: 6, Name: "Robert Miller", Department: "Sales", Email: "[email protected]", Location: "San Francisco" },
    { ID: 7, Name: "Sophia Taylor", Department: "Marketing", Email: "[email protected]", Location: "Berlin" },
    { ID: 8, Name: "Daniel Anderson", Department: "Support", Email: "[email protected]", Location: "Dublin" },
    { ID: 9, Name: "Olivia Thomas", Department: "Admin", Email: "[email protected]", Location: "Singapore" },
    { ID: 10, Name: "James Martin", Department: "Operations", Email: "[email protected]", Location: "Dubai" }
);

  1. Run OnStart by selecting App → Run OnStart

This collection contains employee details such as Name, Department, Email, and Location.

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Step 2: Create App Screen with Search Box and Gallery

Add Controls to the Screen

Create a screen named Search_Function_Screen

Insert the following controls:

  • Text Input

    • Name: txtSearch_1

  • Gallery (Vertical)

    • Name: Gallery1_1

This gallery will act as the library to display employee data.

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Step 3: Map Employee Data to the Gallery

Inside the gallery, add labels and map them to employee fields:

  • Name Label → ThisItem.Name

  • Department Label → ThisItem.Department

  • Email Label → ThisItem.Email

  • Location Label → ThisItem.Location

This ensures all employee details are visible in the library.

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Step 4: Apply the Search() Function

Select the Gallery (galEmployees) and set its Items property to:

Search(
    colEmployees,
    txtSearch_1.Text,
    Name,
    Department,
    Email,
    Location
)

Explanation:

  • colEmployees → Source collection

  • txtSearch_1.Text → User-entered search text

  • Name, Department, Email, Location → Columns to search

The search is case-insensitive and works across all specified columns.

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Step 5: Test the App

  1. Click the Play button in Power Apps Studio

  2. Start typing in the search box

Example Searches:

  • Type “IT” → Displays employees from the IT department

  • Type “John” → Displays John Smith

  • Type “London” → Displays employees located in London

  • Type “@company.com” → Displays all employees

The gallery updates automatically as you type.

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How It Works

  • The text input captures user search text

  • The Search() function scans multiple columns

  • Matching records are returned instantly

  • The gallery refreshes in real time

Conclusion

In this article, we demonstrated how to use the Search() function in Power Apps to build a real-time employee search feature. By using a single input box, a collection (colEmployees), and a gallery (library), we created a clean and efficient search experience. This approach is commonly used in employee directories, contact lists, and admin dashboards.

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