Allow only one user to edit item at one time

[HWib]

Hi all,

I have an app that consist of 150 users that store information to SharePoint. All individuals have edit, read and write permission. This app has multiple status and when user click a button it will patch the information (update existing fields) and move it to a different state.
How do I make it so that only one user can edit an item at time? For example individual A edit item ID 1, it will prevent individual B to edit item 1 (read only).

The current problem is:
Individual A have the screen open since the morning. individual B open the screen after. Individual A update and save item. individual B, also patch and update and undo all update that individual A did.

[PowerAddict]

I am sure there are many ways to do it (some better than this) but I thought I will share a quick approach.

One thing you can do is when someone hits the Edit button, you can set a flag/field for that particular record to true (say the column name is IsBeingEdited?).

Now everytime a user clicks on the Edit button, you can first check this flag IsBeingEdited? for that record and if it is set to true, you can thrown an alert to the 2nd user that this record is open for editing.

If you want to disable the button to Edit or make the record read only, then you can either set the DisplayMode of the Edit button to DisplayMode.Disabled or set the form more to View.

Let me know what outcome you would like and I can share some more details.

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Thanks!
Hardit Bhatia
https://thepoweraddict.com

[GarethPrisk]

I think this is a viable approach for List items. Keep in my mind that Documents can be checked out, and the Connector supports actions for those.
One additional thing, you will want to check the column to see if it's locked repeatedly. Meaning not just at clicking to Edit, but also when saving the edits, and maybe even during the process (Timeout check at least once after Edit has started).
The reason being delays/cache of data may not be reliable enough to avoid collisions. Especially if any of the data is being collected.

[HWib]

Thank you for both of your responses @PowerAddict and @GarethPrisk

What should happen when user decided to close the browser instead of clicking exit button or main menu, to set the flag of being editted to false?
I am assuming the timeout method would be the best. Should this timeout be handled by power automate? For example, when flag being editted is true, also patch the time stamp and have flow check every 30 minutes to reconvert the flag value to false so other user can edit. I'm concerned that the item will stay locked infinitely.

How should I warn the current user that their app will timeout and that they should save? Assuming they still have the app open.

Any thoughts and suggestions are greatly appreciated!

[WarrenBelz]

Hi @HWib ,

I will throw my 20c worth in.

If you make the flag a date/time field, you could have a Flow running (say) every 30 minutes setting everything older than that back to Null. If a user had a record open for more than 30 minutes, you could close it or give a warning with a timer on PowerApps. 

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