Auto Update SharePoint Data in a Live View

[Timmer2005]

I am new to power apps and am still learning. I have created a Sheet with a Gallery and have a checkbox inside the gallery. The checkbox currently shows checked or unchecked based on Yes/No column in SharePoint List. What I want to be able to do is check the box and see the check appear in SharePoint List without having to click a Save button. This application is being created to be used by multiple people at the same time and as someone updates the data everyone else should be able to see the data update in the app at the same time or within a second or two. Something similar would be like working in an Excel document saved in the cloud that everyone is working on simultaneously. Thank you for any help provided. 

[ANB]

Hi @Timmer2005 , For your first requirement, you can use below code considering that the Galleries Item property is same SP list. In below example, TESTING11 is my SP list which has column of Yes/No type named as Checked:

OnCheck property of Checkbox:

Patch(TESTING11,ThisItem,{Checked:true})

OnUncheck property of Checkbox:

Patch(TESTING11,ThisItem,{Checked:false})

Default property of Checkbox:

ThisItem.Checked

For your 2nd query, you can use the Refresh function to refresh data source on he OnChange property of control being used in gallery:

Refresh(TESTING11)

You can also check this https://www.youtube.com/watch?v=8I0Pt_8I6k8 for excel like functionality in gallery.

NOTE: Refreshing the data source which has huge data will impact the performance of your application.

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I hope this helps.

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Thanks,
ANB

[Timmer2005]

Hi @ANB thank you for the response. I was able to add the code for OnCheck, OnUncheck and Default. However, I am not finding OnChange property. Where exactly would I find this?

[ANB]

Hi @Timmer2005 , In your gallery, how many controls you are using it? If it is just Checkbox control in your gallery then you can add this 

Refresh(TESTING11)

OnCheck and OnUncheck property of Checkbox.

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I hope this helps.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs up.

Thanks,
ANB

[Timmer2005]

Sorry I am still confused. When I select the properties dropdown for Gallery these are the options I get below. Which property am I adding the refresh code into?

[ANB]

Hi @Timmer2005 , Can you send me the screenshot of your gallery and controls within the gallery please? Example:

Thanks,

ANB

[Timmer2005]

[ANB]

Hi @Timmer2005 , It seems that you are using the modern controls. All controls which you have within the gallery you can use the refresh function on the OnChange property which will be available for for TextInput controls and for for CheckBox, you can use it on OnCheck and OnUncheck property of Checkbox.

------------------------------------------------------------------------------------------------------------------------------

I hope this helps.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs up.

Thanks,
ANB

[Mike2500]

Regarding the ability for all users to see updates in a second or two, I think you'll find this challenging to implement. Yes, you can call refresh after clicking the checkbox, but this will only refresh for the current user, not all users. Other users will not automatically see the updated values. 

You could add a timer to the form and set it to refresh on a schedule. But, refreshing every second would be poor for performance, and would be a poor user experience, as the gallery would be constantly refreshing as they were trying to use it.

Here's an alternate suggestion, though this would take a little more effort to configure:

1. Create a separate list, named _update
2. Add a single row to this list, and ensure that the ID has a value of 1
3. When a checkbox is checked/unchecked, patch to the main list as already suggested but also update the title of the single item in the _update list
4. Create a variable in the app to store the last modified date/time of the item in the _update list
5. Using a timer control, query the single item in the _update list and check the modified date. If it is different than the value in the variable, update the variable and refresh the main data source

Doing this means that instead of repeatedly refreshing the main data source (and the gallery) every few seconds, you're doing a lighter weight query which should run faster, and then the main data source and gallery are only being updated when there are changes. 

I'd also push to reduce the frequency of the timer, as there may not be a business need to have it update absolutely immediately. If they must have real-time updates, then the best solution may be to use software designed to provide real-time updates (like Excel).

[Timmer2005]

Thank you for the help on where to add Refresh. I added refresh to the checkboxes but when I test it out where the app is open at the same time twice, when I check a box on one screen it does not show on the other and when I click the checkbox on the other screen I get a network error message stating Network error when using Patch function: Conflicts exist with changes on the server, please reload. For the checkboxes of oncheck and onuncheck I added refresh after my formula

If(Wk1DayDropDown.Selected.Value = "1", Patch('Training Roster FY24',ThisItem,{'Wk1D1 8am': false}),If(Wk1DayDropDown.Selected.Value = "2", Patch('Training Roster FY24',ThisItem,{'Wk1D2 8am': false}))); Refresh('Training Roster FY24')

Should Refresh be at the beginning or is there a better way of doing this?