Use lookup function to patch current record

[ChattyLinkin]

I have a Dataverse table that receives data from my form. I also have a cascading dropdown that fetches data from a different source but populates my primary Dataverse table. My goal is to simplify the process by having a single button that submits all the data into one record. Currently, it creates a new record because I'm using the default function. Despite trying various approaches, I haven't been successful. For context here is my code that creates a new record. 

Patch(
    'Onboarding Requirements',
    Defaults('Onboarding Requirements'), 
    {
        'Std Dept No.': LookUp(
            Divisions,
            Location = Dropdown1_1.Selected.Value && 'Company Name' = Dropdown_company.Selected.Value && 'Division Name' = Dropdown1.Selected.Value,
            'Division No.'
        )
    }
)

 I read that I would need to use some sort of unique identifier, but I am not sure how I would go about that if it would be different every time the user submits the form. Thank you in advance!

[Amik]

@ChattyLinkin - to update a record, you need an identifier to uniquely identify the relevant record you want to update. This is usually going to be the unique identifier column which is the Dataverse primary key/GUID.

You can locate the GUID by navigating to the homepage of your table, selecting the columns page, and looking for the Unique Identifier column.

Unless you have changed it, the default name of this field is the same display name as your Dataverse table:

You have not detailed how you're populating the Item property of your Form with the relevant record, but if we assume for example that it is from a Gallery selection, and with the above understanding in mind, here is a basic pattern:

Patch(
    'Your Table',
    LookUp('Your Table', 'Your GUID Column' = Gallery1.Selected.'Your GUID Column'),
    {
        'Record Team': DataCardValue37
    }
)

Or if applied to your formula:

Patch(
    'Onboarding Requirements',
    LookUp(
        'Onboarding Requirements',
        'Your GUID Column' = Gallery1.Selected.'Your GUID Column'
    ),
    {
        'Std Dept No.': LookUp(
            Divisions,
            Location = Dropdown1_1.Selected.Value && 'Company Name' = Dropdown_company.Selected.Value && 'Division Name' = Dropdown1.Selected.Value,
             'Division No.'
        )
    }
)

[ChattyLinkin]

Thanks for the explanation! I don't have a Gallery1 and Form1 isn't working either what else could it be?

[Amik]

@ChattyLinkin - when I said you have not detailed how you're populating the Item property of your Form with the relevant record, I would have expected your next response to provide that detail...

[ChattyLinkin]

Sorry about that! I’m populating the form with form control. I add the fields from my data source (onboarding requirements) then when I fill out the information it automatically populates the table. Then like I mentioned I have the 3 cascading drop downs that aren’t apart of that form but has data that needs to get entered into onboarding documents from another table. Hopefully that makes sense! 

[Amik]

@ChattyLinkin - I suspect there is a misunderstanding on the question I am asking.

To rephrase:

You use a Form (in NewMode) to create new records.

Typically, we also use the same Form (in EditMode) to update existing records. Typically, we select a Gallery or a Dropdown Item, and the relevant record is displayed on the Form with that selection.

From what I understand based on your responses, that is not what you're doing.  If so, please explain how you're displaying information for existing records.

[ChattyLinkin]

Ok yes I was using it in NewMode. And the existing records just show in my Dataverse table after I fill in the inputs and click the button which runs SubmitForm(Form1)

Hopefully that makes a bit more sense. Let me know if you need more info! 

[ChattyLinkin]

I hope this gives you a better idea of how my app is structured. If you need any more screenshots let me know!

[Amik]

@ChattyLinkin thanks for the explanation.

So as I understand it, you're using a Form control only to create new records, and you're looking at the saved entries directly in the Dataverse table.

If you also want to use that Form to edit existing records, you need to supply the Item property of the Form with record you want to update.

Not to be presumptuous, but I suspect you may not fully understand how the Form control works. I would suggest watching the below tutorial, and then respond back to this thread with any specific questions. 

https://www.youtube.com/watch?v=aVEaRpAlaTA&t=1220s 

On a separate note, I do not see what purpose using the Patch function serves. From what I understand with your app, you could simplify the process significantly by using the SubmitForm function.

[ChattyLinkin]

Thanks for the response I’ll watch that video! I was using the patch function to update the existing record in the onboarding requirements table because the data that I want to add to the onboarding requirements table is coming from drop downs and a data source not included in the form control if that makes sense. Unless there’s another way that I’m unaware of!