Allow a user to edit a previously submitted form in powerapps

[WBADAM03]

Hey all,

This is a bit of a basic question, but I am still unsure how to implement this.

I have an app where I have a gallery that points to a specific milestone of a student. There is an new form1 function. 

Submitting the form works great. 

However, I want the option for the user to edit (change and not create a new form entry) a previously submitted form. 

Say if I have Bob Jones as a student and this is a test1 record and Mike David makes a form record for Bob Jone's Test1 record. 

I want Mike David to be able to go back to the powerapp and then select Bob Jones's Test1 record but have the form be in edit mode instead of new form (I don't need a new record, just update the previous record).

Does that make sense?

[poweractivate]

Try it like this:

1. OnStart of the App: Initialize a global variable gloSelected to Blank().

Set(gloSelected, Blank())

To test the app in the Editor as if it is being launched from the beginning in the editor

(and cause the gloSelected variable to be set to Blank()),

click the ellipses to the right of App, then click Run OnStart

This is the only way to trigger OnStart of the App in the Editor, as it only otherwise runs in the real live published app at the beginning when it is played by the user.

OnStart of App does not run automatically when entering preview mode in the Editor!

It only runs in the Editor when you specifically click the Run OnStart button!

2. Form Mode Property: You can set the form's DefaultMode property to be conditional based on whether gloSelected is blank or not.

If(IsBlank(gloSelected), FormMode.New, FormMode.Edit)

3. Submitting a New Record: When submitting a new record (usually this is OnSelect of a Button), you can continue using the SubmitForm function. 

SubmitForm(Form1); 

In the OnSuccess property of Form1, use this formula:

Navigate(GalleryScreen, ScreenTransition.None); 

If you have any issue seeing the new record after clicking the button and reaching the GalleryScreen, you may want to use the below instead for OnSuccess property of Form1:

Refresh(YourDataSource);
Navigate(GalleryScreen, ScreenTransition.None); 

4. Selecting a Record to Edit: When a user selects a record from the gallery, you can update gloSelected with the selected record.

Do this from the OnSelect property of your Gallery:

Set(gloSelected, Gallery1.Selected); Navigate(EditFormScreen, ScreenTransition.None)

5. Form's Item Property: Ensure the form's Item property is set to gloSelected.

gloSelected

Users can now edit and submit the form, and the changes will be reflected in the existing record.

See if it helps @WBADAM03 

[WBADAM03]

Hey there,

I must have missed a step.

Now when I select an item in the gallery and go to the form screen, it results in "no items to display".

On the homagepage I have the following code for onvisible:

Set(Formselected, Blank())

On the gallery that selects the item I want the form to get the info form, I have the following code on the onselect property:

Set(SpecificMilestoneID, ThisItem.MilestoneID);
Set(username, ThisItem.username);
Set(SpecificTitle, ThisItem.Title);
Set(SpecificMilestoneName, ThisItem.'Milestone Name');
Set(SpecificCommitteeType, If(SpecificMilestoneName.Value = "DQE","DQE","PHD"));
NewForm(Form1);

//this will see if all all members of the respective committee has voted, if yes, then it sets a variable for readyforchair

If(CountRows(SpecificCommitteeMembers) = CountRows(SpecificCommitteeMemberSignatures),Set(ReadyforChair, "Yes"));
Set(Formselected, Gallery2.Selected); Navigate('Commitee Approval Screen', ScreenTransition.None)

For the item property in the form itself:

LookUp('table', Value(MilestoneID) = SpecificMilestoneID And ApproverEmail = LoggedInMail)

For the defaultmode I have the following code:

If(IsBlank(Formselected), FormMode.New, FormMode.Edit)

[poweractivate]

@WBADAM03 

First you should not use OnVisible in your case as it may be setting it blank every time you go to that screen again. You should use App OnStart for that formula.

Click on the word App on the left side (tree view) first, then select the property OnStart from upper left.

Then to trigger the formula (only do it once in the Editor, as you likely don't need to do it again for your purposes) - click the ellipses to the right of App, then click Run OnStart 

By the way, what formula is in the Items property of your Gallery right now?

[WBADAM03]

Hey there,

That makes sense, I went ahead and changed it from onvisible from the landing page to onstart on the app itself.

The gallery in question has the following items code:

//Filter('Table2', MilestoneID in CommitteeRecordsofUser.MilestoneID);

AddColumns(
Filter('Table2', MilestoneID in CommitteeRecordsofUser.MilestoneID) As L1,
"FullName",
LookUp('Table3', Username= Username).FullName
)

Committeerecordsofusers is a collection decalred on the on visible property of the gallery screen:

ClearCollect(
CommitteeRecordsofUser,
Filter(
'Table',
MemberEmail = LoggedInMail
)
);

loggedinmail is just a variable I declared on the onvisible property on the app that gets the user email that is logged in.

[poweractivate]

Try changing it to just 'Table2' and see if it works for showing all the records.

If it doesn't work, there's a bigger problem and you should try and check why it doesn't even work when the whole data source Table2 is set as the Items property.

Then, try to construct the Filter manually again on the data source 'Table2' and figure out where MilestoneID and CommitteeRecordsofUser are coming from and if they are correct in your case. See if it helps @WBADAM03 

[WBADAM03]

The weirdest thing happened. After closing the entire app and restarting it, it works now. 

I did notice that after making a form and then pressing submit, it shows "no item to display" after I click it, then if I go back to home and select the same gallery item, and hit submit again, it makes a new record rather than update the old record. 

code on submit:

SubmitForm(Form1);
ClearCollect(
SpecificCommitteeMembers,
Filter(
'Table',
'Student Username' = Username,
'Member Type'.Value = SpecificCommitteeType
)
);
//get a list of all signatures for this specific milestone
ClearCollect(
SpecificCommitteeMemberSignatures,
Filter(
'Tablel',
Username= SpecificUsername,
Value(MilestoneID) = SpecificMilestoneID
)
);
Navigate('Commitee Approval Screen');
//this will see if all all members of the respective committee has voted, if yes, then it sets a variable for readyforchair
If(
CountRows(SpecificCommitteeMembers) = CountRows(SpecificCommitteeMemberSignatures),
Set(
ReadyforChair,
"Yes"
)
);
If(
ReadyforChair = "Yes",
Patch(
'table2',
LookUp(
'table2',
SpecificMilestoneID = MilestoneID
),
{
Title: SpecificTitle,
ReadyforChair: "Yes"
}
)
);

Refresh('tablel')

The form itself has the defaultmode of If(IsBlank(Formselected), FormMode.New, FormMode.Edit) 

button that selects the gallery item has the following on select code:

Set(SpecificMilestoneID, ThisItem.MilestoneID);
Set(SpecificUsername, ThisItem.Username);
Set(SpecificTitle, ThisItem.Title);
Set(SpecificMilestoneName, ThisItem.'Milestone Name');
Set(SpecificCommitteeType, If(SpecificMilestoneName.Value = "DQE","DQE","PHD"));
NewForm(Form1);

//this will see if all all members of the respective committee has voted, if yes, then it sets a variable for readyforchair

If(CountRows(SpecificCommitteeMembers) = CountRows(SpecificCommitteeMemberSignatures),Set(ReadyforChair, "Yes"));
Set(Formselected, Gallery2.Selected); Navigate('Commitee Approval Screen', ScreenTransition.None)

Any ideas what I am still doing wrong?

Thanks so much for your help

[vopio1]

I have a form an I am using the user() to prevent others from creating a record. Now, my organization wants to add one or more designees to also edit a particular record. 

How do I manage this?