On new form, check if item exists. If so, show popup with button to edit current record

[NiteWalker]

Hi All,

I have a problem with a Power Apps form that I'm hoping you can help me with. Here is the process I want to setup.

On new form, a user enters their email address with some other data. If that email address already exists, I want to show a popup message asking them if they want to edit their current record or close the form (to prevent duplicates). I have the checks so when they enter there email address I use following to check if it exists:

Set(varResult,
      LookUp(
        'Permanent Telework Request',
        'Applicant Name'.Email = varSelectedEmail,
        'Applicant Name'.Email
     )
);

Then I just check if there are any records in the varResult. If so, I set a variable to show the popup. So, all of this is working ok.

The problem is on the button click, it always sets the first record in the SharePoint list as the one to edit. Not the current one in the lookup function below:

On the button click to edit the current request, I am using:

      I found this part at: https://www.c-sharpcorner.com/article/copy-and-open-your-powerapps-item-in-edit-form/. 

Navigate(

      SharePointForm1_1,ScreenTransition.None,

     {View: LookUp('Permanent Telework Request','WorkEmail'=hdnWorkEmail.Text)}

);

I put the email address in the hdnWorkEmail textbox.. I have tried a couple of different ways, but the all just set the first record in the list as the one to edit.

Any help is much appreciated.

Thanks,

Monty

[BCBuizer]

Hi @NiteWalker ,

Assuming the button to edit an item is inside a gallery, try changing the second formula to:

Navigate(

      SharePointForm1_1,ScreenTransition.None,

     {View: LookUp('Permanent Telework Request','WorkEmail'= ThisItem.WorkEmail)}

);

[NiteWalker]

The button is not in a gallery. It is sitting on a container control that I'm using for the popup message. I did have the Lookup function on it, but it still went to the first item in the list to edit and not the one that the popup message was on. 

here are a few other ways I tried:

-- using the Filter function

// Navigate(SharePointForm1_1,ScreenTransition.None,{View:Filter('Permanent Telework Request','Work Email_DataCard1_1'. = "SPTestUser@labor.idaho.gov")});

-- using the Lookup function
// Navigate(SharePointForm1_1,ScreenTransition.None,{View:LookUp('Permanent Telework Request','WorkEmail'=hdnWorkEmail.Text)});

-me

[BCBuizer]

Hi @NiteWalker ,

So what in your gallery are you trying to reference to set the variable so it contains the selected item?

From inside the gallery ThisItem is to be used. From outside the gallery, you need to use GalleryName.Selected, where GalleryName should be replaced with the actual name of the gallery. Since I see neither in the formulas you are using, I think the mistake is there.

Perhaps the below does the trick:

Navigate(
      SharePointForm1_1,ScreenTransition.None,
     {View: LookUp('Permanent Telework Request','WorkEmail'= GalleryName.Selected.WorkEmail)}
);

[NiteWalker]

I am just using the normal New form for this. When I click the new button on the list, the new form opens. When I type in the email address in a dropdown, in the OnChange property, I check to see if the item already exists. If it does, I simply want to show a popup message so the user can either edit that existing record, or just close the form.

In the button where they want to edit the current record is where I am having the troubles. How do I change the new form into the edit form for the record that is already in the list.

-Monty

[BCBuizer]

Hi @NiteWalker ,

For the button, I then suggest to use the same LookUp as you did for detecting existing items.

Navigate(
      SharePointForm1_1,ScreenTransition.None,
     {View: LookUp('Permanent Telework Request','WorkEmail'= varSelectedEmail)}
);

To make the form's behaviour dynamic, you can set the DefaultMode property of the form to:

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

[NiteWalker]

Still not quite working. I can't seem to change the context from the new form to the edit form for the item in the collection. Still researching though...

-me