Shift Logs App

[Bvandyke22]

This question may be more suited for the power automate boards, but worth a shot.

I'm creating an app where operators will log all events that happen during their shift (From 6am - 6pm & 6pm to 6am)

I intend to add a flow that will automatically send their end of shift email and attach the logs for the shift in that email.

I need to find a way for this email to gather all information from the time the operator "Signs On" in powerapps until they "Sign off" (these are buttons created in my app). 

I would ordinarily set it to just pull items with todays date, but date change at midnight messes that up. I cant do set time to set time because if the operators don't do shift change at exactly 6 then items could be missed. Any suggestions?

[TheRobRush]

I think you may be making your solution more complicated than necessary. If there is a reason you need to do it by flow, feel free to let me know and I can adjust my answer. 

But for this all you need is a dummy sp list with lets say / name, events / columns

when user opens app have a login that pulls from user list names or identifying employee number etc. 

user selects their name and enters a password to unlock app

app checks dummy sp list to see if this user has a record yet.

if no it creates a record with their username 

then anytime they submit an event it can append it to the current event column, say with concatenate and maybe a space or next line so it is nicely formatted (since this is just for an email report), it could even log them in html format for the email later.

they can then close app come back later log in it checks finds them and continues appending their daily record

at end of day they can submit their daily log and OnSuccess of it being emailed from within the app their daily log record can be deleted from right there within powerapps

[Bvandyke22]

So, the logs aren't JUST for an email report. Currently these logs are being done just on an excel table, and multiple work books. We are trying to use powerapps to make this a simpler, less pain in the rear, task that is easier for those who may not be as good with excel, and also to help keep someone from messing up previous logs by entering data in the wrong line or something of that nature.

The reason I was planning to use flow was:

1: that's what i'm used to 

2: The amount of information that will be shared could get lengthy.

If I don't need flow, that's great with me! I'm currently using Excel on onedrive as my datasource.

The big thing, is this has to be a list that is continued and maintained forever with no lapses. If we ever needed to produce all logs for the month of April, we need the ability to do that.

Ideally when we click sign off, there will be a prompt to send an email, and if yes, then the information that was logged on that excel file from the time that person signed on until they signed off will be copied to an email and sent to a distribution list. This can be copied either as excel format or just as a text layout. 

Currently, every event is time stamped using the Now() function, with a event type, unit number, and description. Every event is a new line on the sheet.

[zaphod88]

You could create a separate list/excel for your operators that is patched when they sign in or out and maybe a boolean column to determine if it is a shift with a date change. By this, the flow could fetch all items that were created in between. 
I'd also suggest to create new lists regularly (e.g. every month depending on how many items are created in a lists period) to avoid delegation issues.

[TheRobRush]

Yes I concur. After your further description of need I'd do this using a splist

Perhaps something like this

3 SP Lists exists with columns as follows.

Lists are Daily, Past30, Archive

Employee, Date, Notes

Every day when employee logs into the app it checks to see if they exist on the Daily List

If they do not create their daily record, if they do do nothing

Each time they do an event,

    Check if noted column is empty

        If it is add the note

        If it is not append the note with a comma and a new line and the note

Using this every time they log in throughout the day, even on a new ipad or device it will continue their list.

At end of the day they submit their work,

     Ask are you sure?

    If no back out

    If yes, move their items from daily list to past 30 days list and delete daily record

    on success of this mail a summary to managers

you can then have a flow that runs at like 3am to move anything outside of past 30 days from the past 30 days list to the archive list to keep past 30 days easily accessible without filtering, and the archive should still be accessible via filters until one employee has north of 2,000 days worked, at which point we are talking like 5 years down the road so maybe start clearing days off their record or make another like legacy list.

[hansstolte]

In the part where it creates the Planner task, simply add 7/24 to the time, as it sets creaton time

[seshamani_ts]

Hi, Which app u r using create shift logs? I'm also interested to use the app. Presently i m using Excel with multiple sheets. Pl help out.