Employee position list - duplicating SP list records with changes in one column

[Anonymous]

So,

I have an app that serves as a work position planner for the head of the department. A request came through that the app should be able to reach for the records made in previous months (designated in the column that would be the only difference in the new record) and make the new record usable in the current month for further editing. Check the attachment for the layout of the record. Each position/employee can have a few attributes and I need those to carry over from the selected xx/xx (month and year) that I select in the app with a dropdown or something else. Then I just press a button, magic happens and I've carried over the previous records to the present month.

Hopefully my description is usable, ask if something is unclear.

Cheers!

[Talha_Dar]

Hi @Anonymous,

Are there separate sheets for each month? If so, do you want to migrate the data from the selected month/year to the current month/year? Furthermore, should all the data be migrated, or only specific fields? Lastly, could you please specify the data source being utilized?

[Anonymous]

Hello,

no, it is a one big SP list. And I want to duplicate records in the SP list with a column attribute that is selected in the Power App. There are base records, let's say the period 05/23 contains base records of all the employees a those will be duplicated with what I'm trying to achieve here.

From the perspective of the PA user: They can click a button with a dropdown next to it that selects from which period they want to carry over records (assuming there is more periods/more records to choose from).

This solves an issue with creating records in a new period (next empty period/month in the future), that is a manual process for my app and is labor intensive (cca. 60 employees).

[Anonymous]

And I forgot to answer more. I want to duplicate specific records distinguished by the dropdown next to the button. Data sources are inserted in the attachment.

[Talha_Dar]

Hi @Anonymous,

Here are the steps you can follow to achieve the desired functionality:

• Create a ComboBox and set its "Items" property to the following code. This ComboBox will be used to select employees that are to be copied.

Distinct(DataSourceName.ColumnNameContainingEmployeesNames)

• Create a Dropdown next to the ComboBox and set its "Items" property to the following code. This Dropdown will be used to select the date of the record that is to be copied.

Distinct(DataSourceName, NameOfTheColumnContainingRecordDate)

• Finally, put a Button next to the Dropdown and set its "OnSelect" property to the following code. This Button will be used to send data to a flow and trigger it.

ForAll(
    EmployeeComboBoxName.SelectedItems,
    With(
        {
            currRecord: LookUp(
                DataSourceName,
                Employee = Value && DateColumnName = DateDropdownName.Selected.Value
            )
        },
        PowerAutomateFlowName(currRecord.Employee, Comma Seperated Values That You Want To Pass To The Automate Flow)
    );
    
)

Now, all you need to do is create a flow that retrieves the data from this Power Apps app and then creates a new record in the SharePoint list. Here is a screenshot that will help you understand the components required in the flow.

Just enter the SharePoint site address and list name, and the fields present in that list will automatically appear. Populate those fields with the data passed by the Power Apps, and you're done!

If you found my answer helpful, please consider giving it a thumbs-up or a like. Your feedback is greatly appreciated!

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous · Accepted solution]

Hello,

thank you for your solution suggestions. In the end I found an easier solution using Patch, Collection and UpdateIf functions without using flow.

See you when another issues arise!