Tracking Status Changes in PowerApp and SharePoint List

[JValencia50]

I have a PowerApps I created and it has been in use. However, I have a Edit button for the Form. So when a client enrolls there is a field that says "Status" and that status can be changed any time. However, I want to track every status and when the previous status start was and end was. I created a new SharePoint list but unsure on how to connect the data together. Cana anyone help me? Please I will attach my PowerApp Screen and SharePoint list for reference. 

My current formula when I submit the data is : 

SubmitForm(frmEnroll); Reset(GalClient); ResetForm(frmEnroll)

and 

SubmitForm(frmEditClient); Reset(GalClient); Navigate('Client List Screen')

I need to implement a new formula to have the changes saved and tracked in new sharepoint list. 

[WarrenBelz]

Hi @JValencia50 ,

There are two ways - one is already there in that SharePoint maintains a Version history and you can also get it in Power Apps with a bit of complexity involved as per this article.

The second way would be to maintain a separate list (I do this in some cases and call it AuditList ) and patch every change to a record with what field was changed to what value. The user/date/time takes care of itself.

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[JValencia50]

Thank You, Warren for your response. May I ask for the second method, can you provide your formula as an example for guidance? 

[WarrenBelz]

@JValencia50 ,

You only need two fields in the other list - I will call then ChangeField and NewValue

Patch(
   YourAuditList,
   Defaults(YourAuditList),
   {
      ChangeField: "YourChangedFieldName",
      NewValue: YourControlName.Output   //example TextBox1.Text
   }
)

You can use the built-in Created and 'Created By' fields to see who did it and when.

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[JValencia50]

Thank you, Warren,. I don't think I am following you. In my PowerApp form when we submit data it gets saved in SharePoint (As Below.) When we go back and update the status, the status is updated in SharePoint as well to the new status, however, the old status in this case "Supportive Care" gets updated. I want to track the client name (Handle), Status Start Date, Status End, and the Status. For example, in the test below this client is supportive care but when i update it to "Intensive care" I want the Supportive Care to track in the Status list. I may know understand, however, I will appreciate any help given. 

[WarrenBelz]

@JValencia50 ,

You simply need the field name that is changed in the Audit list record as I posted. You will have one record for each field changed and would generally apply the Patch OnChange of the relevant control.

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[JValencia50]

Thank you, Warren! Unfortunately, It did not work. I attempted many times with formula changes and wasn't successful. 😞  

[WarrenBelz]

@JValencia50 ,

Sorry but "wasn't successful" does not help me solve it for you. What is the actual code (in Text) you are using and where/how are you using it ?

[JValencia50]

Thank you for helping. I'v tried a few formulas 

Patch(
Status,
Defaults(Status),
{
Status_Start: MyForm.MyFormField, // Reference the field in your form
Status: Status_DataCard2.Output // Example: TextBox1.Text
}
)
SubmitForm(frmEnroll); Reset(GalClient); ResetForm(frmEnroll)

Status is the name of my new SharePoint List. With the record being Handle, Status_Start, Status End, Status

In this case, "Handle" is referring to the client name. 

Below is the power app screen, the buttong im using is the "Submit" button. When this is submitted the form data gets saved in my SharePoint List named "Clients" 

[WarrenBelz]

@JValencia50 ,

Is that the actual code - myform.formfield will not work as a reference pattern - you need to hard-code the actual field name in quotes “field name”