How to update a SharePoint List record with based on ID

[jamesmao]

Hi,

I am building an Expense Claim app, and have difficult to:

1. pickup the master_id from last screen's form_1 content, and

2. pass the master_id to the next screen to load contents of form_2, where the master_id is the id of form_2.

The app has an expense_item list (individual invoices, has one column of master_id to associate invoices to expense_report), and expense_report list (summary of a group of invoices).

The Finance Team request to have the right to adjust account and tax code on the details invoices entries after Manager approved the expense.  Therefore I must allow the finance team to reopen the invoice entry (expense_item list), and adjust some items.  I have no problem to update the expense_item list individual invoice records after adjustment.  However:

The expense_item adjustment was done in a form about individual invoice, which has an "master_id" column.  I created a variable of varMasterID to pickup the master_id value, and passed it to the next screen, which I expect open the report summary entry, and update the expense_report list with the updated info.

I have use text label test the value of varMasterID which shows it is successfully passed in to the next screen:

On the next screen, I setup:

On visible of the screen:

Set(varEditComplete, LookUp(expenses_reports, ID = Value(varMasterID )))

// search and collect all expense_report entries associate to the master_id / id

I created Form_EditComplete on the screen:

DataSource:  expense_report

Default Mode: edit

Item: Defaults(expenses_report)

On each individual filed, I set:

Default, or DefaultSelectedItem to: varEditComplete.StaffName or similar.  Test shows value are passed in successfully.

In particular, I have worked on the ID field of the expense_report with following entries:

Value(varEditComplete.ID) or

varEditComplete.ID

Both appears passed the value successfully.

A button:

SubmitForm(Form_EditComplete);

However, by click the button, it only creates a new record.  It won't update the original list record in the expense_report.

Can someone help me and guide me a way to update the expnese_report list, without create a new entry on the list.

[v-jefferni]

Hi @jamesmao ,

Could you please share more details about your scenario? One issue I see is Item of Form_EditComplete. Since you have already got the specific item by the variable varEditComplete, you should use this variable in Item property of this Form, so that App will know which item in the list to edit. If use Defaults(list), although it is in Edit mode, it will create a new record in the list, just same as in New mode.

So, please set as follows:

DataSource:  expense_report

Default Mode: Edit

Item: varEditComplete

Best regards,

[jamesmao]

Hi v-jefferni,

Thanks for your reply.

That was my first attempt. 

Now I also can obtain the master_id without setup a variable.  I can use "form_last_screen_invoice.LastSubmit.master_id" to directly pickup the master_id / id from last screen, and pass to the form_EditComplete (this screen's expense report form).  However, I couldn't figure out a way to use the load the form_EditComplete with specific data based on the id passed in from last screen invoice form.

I suspect it may be some kind format / type related.? The "master_id" in the last screen is a type of "single line of text".  I have used both the text value, and the Value(form_last_screen_invoice.LastSubmit.master_id), neither of them works.

[jamesmao · Accepted solution]

I couldn't find a solution with "SubmitForm".  I bypass the issue with "UpdateIf".  I created a button, and use the code:

UpdateIf(
Staff_Expenses_Reports,
ID = Value(Form_lastScreen.LastSubmit.master_id),
{Col: Value, Col: Value}
);

The id works for the command.  Therefore the value is not the issue.  I kind solve my own problem.