To change the status of an item on-click and show show items based on status of user to admin

[Sidhant_02]

Hi everyone,

I have a course screen where I am displaying list of courses (from a SharePoint list named: Course List) which is like this:

I have used a Horizontal Blank Gallery in which I have used a Image (common to all courses), three text labels (for title, description and Difficulty)

So currently on the Course Information screen I am displaying Title, Description, and Difficulty (this is a Choice field) the SharePoint structure look like this:

So now I want to add a button (which looks like Text) which is used to denote the status for the particular course which has values like Not Started, In-Progress and Complete.
Example: Assume a Tim has logged in to the application -> He navigates to the Course Information screen -> Chooses  the course category (here: Beginner) in the course list and there we have an attribute which is changes its value (like a choice column) on-selecting it (don't want to use drop down to change the value) the value should be changed on-click and saved to the sharepoint. By default the value will be Not started. I wanted something like the below picture: (Wire frame)

Something just like this:

So when user clicks on the status:
Initially it is set to Not Started (once they click it is changed to)-> In-Progress ->  Completed this should be the sequence when user clicks and this should be saved in SharePoint list (for which I was thinking of creating a Choice column named: Status with values 'Not Started', In-Progress, Completed)
So what modifications should I do to get this functionality?.

The other requirement was when a user with Admin role logs in there will some change in the Course List page. Instead of having a drop-down which shows Difficulty (Choice column) values like Beginner, Intermediate, Advanced. I want to show all the list of users and on selecting a particular user the Administrator should be able to see all the Course information for that user.

Example: Assume Tim has 2 courses which he has started one from Beginner and one from Advanced (difficulty), so if admin selects Tim from the users drop-down then they (user with Role: Administrator) should see all the courses along with the status for that particular user, in this example it should the status of one course from Beginner: difficulty as Status: In-progress and one course from Advanced Status: In-Progress and rest of the course status should be Not Started

The wireframe:

So I have a created a button (which looks like text) and added a label beside it which displays the Choice column value (have added Status which is a choice column with default value as Not-Started) but not sure how to update the value on the go when the button is clicked

On clicking Button16 the status column should be updated and saved in SP list and displayed in the label.

Note: I also tried removing the Choice column (Status) and added it again (Refreshed the SharePoint List) but still not able to get the Choice column in the expression

 
 
Regards, 
Sidhant.

[Sidhant_02]

Hi @BCLS776 ,
I did try to use the switch statement but was not sure on the Patch function so I came up with this

Currently my start value will be blank so could you share the Patch function what should be the syntax for it and the sequence of status will be ""(Blank)-> 1st click: Not Started -> (2nd click) In-Progress -> (3rd click) Completed

Please let me know.

[BCLS776]

Try this syntax for the Switch() statement instead:

Switch(
    ThisItem.Status.Value,
    "Not-Started",
    Patch('Courses List', ThisItem, {Status: {Value: "In-Progress"}}),
    "In-Progress",
    // Place code here for what change you want when Status is already In-Progress, maybe a Navigate() to the appropriate course screen?
)

When working with columns in this way, make sure the Value you are patching to the Status column matches one of the choices or your Patch() may return an error. I noticed some discrepancies between the usage of "Not-Started" and "Not Started", which will lead to some frustrating behavior for the app.

Bryan

[Pstork1]

But what do you see in intellisense if you add a period after status?  That's when you should see the name of the property. Normally its 'value'.

[TheRobRush]

Going to provide you a very simple example you can use to understand how patching/editing a choice column works and then be able to apply it to your issue.

First off, PStork likely had the solution to your issue early on, but you missed it.

When he told you to check the actual column name in the sharepoint list via the web address he did not mean from this page, you have to do this in list settings. So before you even start my example, get this name in the following manner so we know you are working with the right one.

Open your list and click the gear in upper right hand corner then click list settings

Now click your column name

Now look at the end of your address bar, you will see whatever is after the = is your reference column name, in my example here you will see the column name and iits reference name are different. In powerapps i would call this column title

Now in Powerapps I have a gallery, and in there I have one control that has the text value of ThisItem.Title, and another with the TextValue of

If(
    IsEmpty(ThisItem.Area), "To Do",
    First(ThisItem.Area).Value)

this second one is my choice column

This control has an onselect of

If(
    IsEmpty(ThisItem.Area), 
    Patch(MainEntryVenues,ThisItem, {Area:[{Value: "In Progress"}]}),
    If(
       First(ThisItem.Area).Value="In Progress",
       Patch(MainEntryVenues,ThisItem, {Area:[{Value: "Complete"}]}
       ),
    false)
   )

This first checks if this Area Choice column is empty, and if it is changes the value to in progress, and later on if its in progress changes it to complete.

I do not generally recommend using choice columns though, as you can accomplish the same result using a single line of text column and have far more control over delegation later on. Even when you want the ability to make and store more than one choice, just use single line of text and a delimiter like ;; or something that you can break down later in powerapps

[Sidhant_02]

In Intellisense do you mean the Power Apps Web portal right?, when I used the code which you had replied (your 1st reply) the Status was not recognized at all (even after checking the actual name of the column from List Settings).

[Sidhant_02]

Thanks I will try this out. At present the start value is Blank so in that case how should the blank value be checked, if its blank then the status should be Not-Started. If the Status = 'In-Progress' then it should be 'Completed'.
//So if the Start value is In-Progress
Patch('Courses List', ThisItem, {Status :{Value: "Completed"}})
//Is it correct?

Regards,
Sidhant

[Sidhant_02]

Hi @TheRobRush ,
Thanks for the response, I will try this once, if possible you have mentioned to use a single of text instead of Choice column so could you please share on how to implement it: ("" {empty} -> Not-Started -> In-Progress -> Completed) this will be the sequence of flow.

Regards,
Sidhant.

[TheRobRush]

Yah i mean in that case, using a single line of text, it becomes just a very simple patch where you 

Switch(
       ThisItem.Column,
       Blank(), Patch(ListName, ThisItem, {Column: "First Value"}),
       "First Value", Patch(ListName, ThisItem, {Column: "Second Value"}),
       Patch(ListName, ThisItem, {Column: "Third Value"})
)

//and so forth

You really should not use a choice column unless you have no other possible way to accomplish your needs (which I cannot really think of a situation off hand where there would be no way to avoid using one but maybe @Pstork1  has encountered one at some point.) In addition to maintaining far more delegation control it is simpler to patch.

As for using the column as is, just follow my guide above. IF you have a selected item to start with and that selection just has the value of "" then you can change 

IsEmpty(ThisItem.Status)

to Something like 

First(ThisItem.Status).Value=""

But if it starts off with no actual selection then you would want to check if it's empty like my example, because a choice column is just a nested table, that starts off empty.

If(
    IsEmpty(ThisItem.Status), /* or, First(ThisItem.Status).Value="" */
    Patch('Courses List',ThisItem, {Status:[{Value: "In-Progress"}]}),
    If(
       First(ThisItem.Status).Value="In-Progress",
       Patch('Courses List',ThisItem, {Status:[{Value: "Completed"}]} 
/* Though according to earlier screenshots this column is likely not actually called Status so you need to change this */
       ),
    false)
   )

[Sidhant_02]

Hi Bryan,
I did try your expression which was like this:

Switch(
ThisItem.Status.Value,
"Not-Started",
Patch('Courses List',ThisItem,{Status:{Value:"In-Progress"}}),
"In-Progress",
Patch('Courses List',ThisItem,{Status:{Value:"Completed"}})
)

So the expression has no errors now but when I tried testing after clicking on Status (which is a button), beside I have placed a Label to display the Status Value like this:

But it did not display any value after clicking on the Status button, I even checked the SharePoint List there was no change.

The other thing which I have mentioned in my last reply as well (I guess you missed it) is:
Scenario: 
Lets say I have 3 users in my application (registered) and their credentials (username and Password are stored in another list named 'App users')
Assume users are Sam, Tim, Jim (Role: Administrator)  //Sam and Tim Role: Employee
Sam logins in the application navigates to Course List screen and changes the Status for one of the Course let's say Beginner Course from blank to In-Progress. So now only Sam should see the Status of the course set to In-Progress, whereas for Tim the Status should be the default value (here it will be blank). So how to do this?
(It should not refer to MS Office 365 connector as I want to check the details from my App Users SP list to check which user has logged in)
So let me know if you know how to do this?

Regards,
Sidhant

[Sidhant_02]

Hi @TheRobRush ,
Thanks for the quick reply, I will try the Choice column option & the Text option too as you said it is good approach than choice. I had opted for Choice column as I did not know we can have text column with some some choice column like working.
Also if possible could you also have a look at my reply to @BCLS776 (Bryan) at the end which was each user should see their changes in isolation i.e. if one user makes a change it should not be visible to others as well rather he/she should see it.

Regards,
Sidhant.