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]

Thanks @TheRobRush , @Pstork1 and @BCLS776 (Bryan) for your help,
Just had one last requirement which I have mentioned in my query at the end as well but maybe you guys missed it which was:

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

So if you guys know how to proceed please do reply as I have accepted your solution (this post might not be active), so mentioning it in a separate response.

The role column is like this:

(I have not assigned any roles to the users yet, just assume that Sam has Administrator user role and Vaibhav with Employee user role)

Regards,
Sidhant.

[Sidhant_02]

And the other requirement was for Administrator: Role. Only for the Administrator user role I was thinking of having a screen like:

So in this I was thinking having 1 vertical gallery on the left which will have all the individuals name and a horizontal gallery to display all the course with the respective status for each user (what they have marked) to be displayed.
 (As these are two different list Login List: which stores all user credential information and other one Course List: which has course information). So I wanted to show the respective details to the Administrator user role so that they can track what each employee has done.
So if you guys can also have a look @TheRobRush , @Pstork1  and @BCLS776 and others from the community it will be helpful.

Regards,
Sidhant.

[Pstork1]

I think the easiest way to do what you are suggesting is to have a completely separate page that administrators are taken to. Then build that page to show what admins should see.

[Sidhant_02]

Okay, but when after creating the new screen as mentioned in my last reply how should I relate a user with the course list (SP list) i.e. show their progress that they have selected.
Example:
Assume Jim: Role - Administrator ; Sam: Role - Employee, Jane : Role - Employee
Sam logs in to the application -> Navigates to the Course screen : Updates the status for 2 of the courses in Beginner and Intermediate (Difficulty column) 
Then Jane logs in to the application -> Navigates to the Course screen (in her case she should not see the changes that Sam made to Status for course)

So when Jane logs in she should see the default values on the course screen:

So now if Jane makes any change to the status they should be visible only for her and the user with Administrator user role.

So my queries were as follows:
1. How to isolate the course Status value based on every user?.
2. How will the values for the Status (which is a Choice column) be saved (when every user makes their change), as I am having only 1 SharePoint List that has all the course details and Status is one of the columns in that SP list.
3. For user with Administrator user role, I wanted to display the list of users and on-selecting any one of them the admin should the course and its status for that particular user. So user details are stored in 1 SP (Login list) and course details in another SP list (Course details) so how to relate both of them?.

If you have any idea please do reply as I not sure how to implement it.
If you guys have any idea: @BCLS776 (Bryan), @TheRobRush and others if you have any idea please do reply to this post.

Regards,
Sidhant.

[TheRobRush]

I mentioned it once before but every user will need to have a record for each course type. Anytime they go to page it will show what they have started/completed and default value for ones they do not have. Then each person can only see default values or values with their name attached to record

I probably wouldnt even store default values in sharepoint at all but in the app itself personally. 

User loads page

Page pulls users records into collection

Any defaults that are Not(recordType in UseTable.Coursr) are added to the local user collection and we show this collection in a gallery. Each user sees their own, and on admin page you show all records in a gallery.

[Sidhant_02]

Hi @TheRobRush ,
So you are saying that for users I should show them a collection instead of showing the SharePoint list directly. But how will the system differentiate the collection based on users (using Collection) and will it be stored even after the application is closed and opened again (unlike temporary variables)
Assume this is the screen:

Currently I am directly showing all the values from the SP list and for Stage (the choice column) will there be any changes that I need to make again

The actual SP list that I will be working on is this:

(Title: Default column, Level: Choice column {Values: Beginner, Intermediate,Advanced}, Description: Multi-Line, Status: Choice column {Values: Not-Started,In-Progress, Completed})

For Testing purpose I am using TrailList as SP:

So if possible could you mention the steps it will help.

Regards,
Sidhant

[TheRobRush]

I think part of our disconnect lies in you seem to only be reading part of my replies.

Users will need their own splist where all user records go

Somethign like

SplistRecord

Jim.         Test 1.         Started

Tom.        Test 1.         Complete

Tom.        Test 2.        Started

And so forth.

You can pull the ones they have not started into.their user screen collection by doing the check using in (you can keep it on a splist as is now but that list is unnecessary really the course types can just be stored in powerapps itself)

But they only ever see items from the splistrecord if the record item matches their name

Can give you more detailed version if I have the time to make an example splist tomorrow at work, but right now im headed to bed

[Sidhant_02]

Okay so please correct if I am wrong:
So we will need to create another SharePoint list in which we will store all the Course status when they make any change to the Status for a course details for every user. And for admin screen we need to create collection and collect the records from SP list (in my case Course Details) and show them as per user.
Will like to the detailed version with an example, will wait for tomorrow.
Thanks for replying (as its late at your location)

Regards,
Sidhant.

[JayMagness]

Had a call and walked through the process all is good.

[TheRobRush]

Thanks @JayMagness. way to go!!