Save changes to same item id

[SumanthDundi7]

Hi,

I am working on Driving Incident Acknowledgement Tracking App. I am using SharePoint List, PowerApps and Flow. I implemented following screens.

1. Initiator Screen with fields called Driver Name, Drivers Manager, Incident Date, Comments - Once submitted then Flow sends mail to Driver and Driver's manager.

       ----- With in email body I am able to put separate links/specific screen links(using Param function and adding screenID's in App URL) for Driver and Driver's Manager--

2. Driver Screen with fields called Driver Name(needs to be auto-pulled from Initiator's Screen), Driver's Manager(needs to be auto-pulled from Initiator's Screen), Incident Date(needs to be auto-pulled from Initiator's Screen), Check box (for acknowledging incident) - Once submitted details needs to be saved to same item id i.e., to the same item created after initiator's submission

3. Driver's Manager Screen with fields called Driver Name(needs to be auto-pulled from Initiator's Screen), Driver's Manager(needs to be auto-pulled from Initiator's Screen), Conversation Date, Check box (for acknowledging that manager had Conversation with Driver for safety) - Once submitted details needs to be saved to same item id i.e., to the same item created after initiator's submission

Here are my blockers and need help from you :

1. After an email is sent to Driver and clicks the app link, Driver Name and Incident Date needs to be auto-populated from Initiator's screen and changes done on the form needs to be saved to same item id.

2. Same thing with Driver's manager Form.

[v-xida-msft · Accepted solution]

Hi @SumanthDundi7 ,

Could you please share a bit more about the "Drivers Name" and "Drivers Manager" column in your SP List? Are they Text type column or Person type column?

Does the Edit form in your Driver Screen and Driver Manager screen connect to same SP List as your Initiator Screen?

Based on the needs that you mentioned, I assume that you want the Driver and Driver Manager to open your PowerApps app form to enter details via clicking the URL in the email body, then submit the form data to update the submitted record from Initiator Screen, is it true?

Please check and see if my response within the following threads would help in your scenario:

https://powerusers.microsoft.com/t5/Building-Power-Apps-Formerly/Editing-a-record-from-a-flow-powera...

https://powerusers.microsoft.com/t5/Building-Power-Apps-Formerly/Embedded-link-to-a-Sharepoint-List-...

On your side, you should attached the Item ID Parameter value to the App URL rather than Screen ID:

Within your app, set the OnStart property of the App control to following:

Set(ItemID, Param("ID"));
If(
   !IsBlank(ItemID) && LookUp('YourSPList', ID = Value(ItemID), 'Driver Name'.Email) = User().Email,
    Navigate(DriverScreen),
    !IsBlank(ItemID) && LookUp('YourSPList', ID = Value(ItemID), 'Driver Manager'.Email) = User().Email,
    Navigate(DriverManagerScreen)
)

Within the Driver screen and DriverManager screen, set the DataSource property of Edit form to same SP List as your Initiator Screen Form. Set the Item property of the Edit form to following:

If(
   !IsBlank(ItemID),
   LookUp('YourSPList', ID = Value(ItemID))
)

Add a "Submit" button in your Driver screen and DriverManager screen, set the OnSelect property to following:

In Driver screen:

SubmitForm(DriverForm)

In DriverManager screen:

SubmitForm(DriverManagerForm)

Please consider take a try with above solution, check if the issue is solved.

Best regards,

[SumanthDundi7]

Hi @v-xida-msft , Thankyou for your response.

Here are my answers.

1. Yes, Driver and Driver's Manager are person type columns.

2. Both Driver Screen and Driver Manager screen are connecting to same SP list.

Importantly, I tried implementing same logic as you mentioned but unable to auto-populate Driver Name and Driver's Manager Name inputted from Initiator Screen to Driver Screen and Driver's Manager Screen. Also very importantly, though I have set item property of Edit Form as you mentioned, every time a new item is creating after submitting from Driver Screen and Driver Manager Screen instead of updating the same item submitted from Initiator. Need your help! 

[v-xida-msft]

Hi @SumanthDundi7 ,

Firstly, please make sure you have passed proper List Item ID to your app through the App URL link within the email body. Please configure your flow as I mentioned above.

Within your app, set the OnStart property of the App control to following:

Set(ItemID, Param("ID"));
If(
   !IsBlank(ItemID) && LookUp('YourSPList', ID = Value(ItemID), 'Driver Name'.Email) = User().Email,
    Navigate(DriverScreen);EditForm(DriverForm),  // Modify here
    !IsBlank(ItemID) && LookUp('YourSPList', ID = Value(ItemID), 'Driver Manager'.Email) = User().Email,
    Navigate(DriverManagerScreen);EditForm(DriverManagerForm)  // Modify here
)

Within your Driver screen and DriverManager screen, please set the DefaultMode property of the Edit form to following:

FormMode.Edit

rather than FormMode.New.

Set the Item property of the Edit form to following:

If(
    !IsBlank(ItemID),
    LookUp('YourSPList', ID = Value(ItemID))
)

Set the DataSource property of the Edit form to following:

'YourSPList'

enable corresponding data card fields within the Edit form.

If you passed proper List Item ID from the App URL Link to your canvas app, when the app opens, it would navigate to corresponding Driver screen or DriverManager screen, and then the Edit form would be populated with proper values.

Please take a try with above solution, then check if the issue is solved.

Best regards,

[SumanthDundi7]

Hi @v-xida-msft , Thankyou very much for the response.

Here are my few points.

1. Able to navigate to specific screen based on who is clicking the link i.e., if driver clicks link then it is taking to driver screen and same for driver's manager screen.

2. Same item id is updating after Driver or Driver's Manager submitting the form. So this is working.

But can you please help me the best way to pull user's manager! Because I am following this implementation for populating user's manager in Initiator Screen but this way when an item is submitted from Initiator Screen, Manager field is showing blank in the list view though it auto-displayed manager's name while filling in Form. 

[v-xida-msft · Accepted solution]

Hi @SumanthDundi7 ,

Is the solution helpful in your scenario?

Do you mean that the Manager field in your SP List would not be populated with values from your Edit form?

Further, do you want to populate the Driver Manager field ComboBox within your Edit form based on the selected Driver value in the Driver ComboBox?

If you want to populate the Driver Manager field ComboBox within your Edit form based on the selected Driver value in the Driver ComboBox, and save the Manager value back to your SP List, please check the following workaround:

Set the Update property of the Driver Manager Data card which contains the Driver Manager ComboBox to following:

{ 
  Claims: "i:0#.f|membership|" & Lower(DriverComboBox.Selected.Email),
  DisplayName: DriverComboBox.Selected.DisplayName,
  Email: DriverComboBox.Selected.Email,
  Department: "", 
  JobTitle: "", 
  Picture: ""
}

Set the DefaultSelectedItems property of the Driver Manager ComboBox to following:

If(
   EditForm.Mode = FormMode.New,
   { 
    Claims: "i:0#.f|membership|" & Lower(DriverComboBox.Selected.Email),
    DisplayName: DriverComboBox.Selected.DisplayName,
    Email: DriverComboBox.Selected.Email,
    Department: "", 
    JobTitle: "", 
    Picture: ""
   },
   ThisItem.'Driver Manager'
)

Please consider take a try with above solution, then check if the issue is solved.

Best regards,