SharePoint list w/frontend form (New/Clone/Edit)+Search

[onmrc]

Hello, I have a SharePoint site and a list named CHG Submission. I would like to create a front end form for technicians that could be worked with in a webpart and would allow them to select between the following three options:

1. Submit a new change request that will allow them to fill out change request details from scratch add a new record to the CHG Submission list
2. Clone a previously submitted change request record and edit the details (to create a new record without having to fill out all information from scratch - many change requests are similar to previously submitted ones)
3. Edit a previously submitted change request record but overwrite it (so they can fix a previous submission if they made an error)

If they choose clone or edit, I would like for them to be able to search for a record as over time there will be a lot and hard to scroll through.

Finally, I would like certain people to receive email notifications of record creation or edit.

Not sure if this is a tall order or not, but any help appreciated as I have tried Microsoft Forms and others, but not able to find a solution. Seems like SharePoint/PowerApps may be able to accomplish this.

[mpistil]

Hi @onmrc ,

At initial glance, that all seems possible within Power Apps. But, I'm not sure what you mean by "worked with in a webpart" ... 

But yes, you could have a landing page with buttons for those three options (New/Edit/Clone).

For New, if you don't have any child data, you'll probably be best off with an Edit form and then using the SubmitForm function to write it back to SharePoint.

For Edit, you'll want to create a screen with a view of your SharePoint data, such as a data table. Then, one of your columns will need to serve as a hyperlink to open that particular record. You'll need to set a Variable on your OnSelect. Then, create a duplicate page of your New Edit form and have its Items property be your Variable. To send changes back to SharePoint, you'll use the SubmitForm function again.

For Clone, that is a bit more detailed, but this video may help you out https://www.youtube.com/watch?v=mbKovagC7As

One thing you will need to keep in mind is delegation, which pertains to the amount of records you want to search against in your SP list.

To establish notifications, you will want to take advantage of Power Automate. It's a simple flow to send off a notification for a new record added to your SharePoint list ("When a new item is created" trigger), but if you want to send notifications out when records are modified, be careful about Infinite Loops.

As you start progressing through the app build, I would also recommend you come back to this community and post specific questions you are coming across. 

*If this resolves your question, please give this response a thumbs up and accept my solution as it will help others when troubleshooting.*

[onmrc]

Thanks for that guidance, I will start digging into it.

Regarding the "webpart" comment, I have a SharePoint page with a Change Calendar on it. Below the calendar I would like to place this form (app?) for convenient access. So, upon scrolling below the calendar, technicians would see the app and options New, Clone, Edit, and click one to go on with the appropriate workflow from there.

Just before I dig in, I'm guessing I can build this app out one feature at a time? For example, build out a menu that only has "New" and see that function through, then add the "Edit" function, then the "Clone" function?

[mpistil]

@onmrc  oooh okay I see what you mean now. You'll probably want to insert a Text webpart and then within that webpart, insert a hyperlink to your app (all apps created in Power Apps can be accessed via QR code or URL). Once a technician clicks on the link, a new tab will open up with the app and show the Landing Page with your three button choices. Something to keep in mind ... will your technicians only be accessing the app via desktop? Or, do they need to access via mobile (which means you would then need to consider how responsive your app's design will be).

And yes! I find it easier to build out chunks at a time ... so definitely start with New. I would recommend proceeding with Edit before going to Clone.

*If this resolves your question, please give this response a thumbs up and accept my solution as it will help others when troubleshooting.*

[onmrc]

That's great, thank you again. I'll build it out in chunks and consider responsive design as they may appreciate the ability to work off a mobile device.