How to check if a record exists in a sharepoint list with powerapps

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Posted on by shar27

Hi,

I have a power apps form that allows me to add a new record to our SharePoint list.

The submit button uses this logic

If (EditScreen_1_Form.Valid,Navigate(BrowseScreen_1,ScreenTransition.None));
SubmitForm(EditScreen_1_Form);
Refresh(xxxxxx_V2);

The record adds the following: name, project, from(dates) & to(dates).

project .png

The problem we have is, currently I can submit the same record with dates that can overlap. so for example I can submit a record name, project, and with dates between January 31, 2022 - July 10th, 2023. This is not what I want. I want the form to present a pop-up alert saying, this record already has these dates, please choose different dates.

I'm not sure how to go about this. I would be grateful for some support on this

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Building Power Apps

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Sanshubh 512 on at

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Hi @shar27
You can use Filter Function to check that Record with same date Exist in Sharepoint OR not. and then use CountRows to check if any exist then Show Wrror massage

If( CountRows(Filter(ListName,From = DatePicker1.SelectedDate))>0, Notify("Does Exist") )

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TimBarnes97 21 on at

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Try this

If(!IsBlank(Lookup(##DATASOURCE##, ##DateColumnName## = ##DateInputControlName##, ##DateColumnName##)), Notify("Sorry, This data is unavailable",NotificationType.Warning), If(EditScreen_1_Form.Valid,Navigate(BrowseScreen_1,ScreenTransition.None));
SubmitForm(EditScreen_1_Form);
Refresh(xxxxxx_V2);

Let me know how you get on. Essentially here you are looking up the datasource to see if the date column returns another record with the same date specified or not. If it does, it notifies with an error. If it doesn't, it the goes through with your original ifstatement to make sure it's valid.

Hope this helps.

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TimBarnes97 21 on at

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You can also change the lookup to return different columns, so for example instead of it just returning a date there, you could change the column to name which would return the name of the last person to have booked the date.

Best thing to do is to play around with the lookup function to start with by mixing it around in a text label. Then when you have a return of what you want, use that in an if statement along with IsBlank, or IsMatch for example.

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shar27 83 on at

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Will the condition catch the overlap in dates?

sharepoint list dates = 04/04/23 - 06/08/23
form submit = 06/05/23 - 06/07/23
should throw an error as the record(person) is already engaged within that time period.

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TimBarnes97 21 on at

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For over a specified period, Using the above reply @SanshubhLubal would be the most efficient way. Very clever I must say :).

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shar27 83 on at

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where i would be putting that?

my submit button has this logic

If (EditScreen_1_Form.Valid,Navigate(BrowseScreen_1,ScreenTransition.None));
SubmitForm(EditScreen_1_Form);
Refresh(Ringfence_V2);

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Talha_Dar 870 Super User 2024 Season 1 on at

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Hi @shar27,

Give it a try and see if it helps in achieving the desired outcome.

If( First( Filter( listName, dateCollumnName = DatePickerFieldName.SelectedDate, projectColumnName = ProjectFieldName.Text, // if you want to check for more column add more conditions ) ).anyColumnContainingTextValue = Blank(), Notify("Data Does Not Exist"), Notify("Data Exist") );

If you found my answer helpful, please consider giving it a thumbs-up or a like. Your feedback is greatly appreciated!
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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Talha_Dar 870 Super User 2024 Season 1 on at

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You can replace the `Notify("Data Does Not Exist")` statement with your own logic to be executed when no duplicate record is found. Customize this part of the code with your specific actions, such as displaying a message, logging an event, or performing any other desired operations based on your application's requirements.

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Sanshubh 512 on at

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Add this Logic on Submit button

If( CountRows(Filter(ListName,From = DatePicker1.SelectedDate))>0, Notify("This Record Already Exist"), If( EditScreen_1_Form.Valid, Navigate(BrowseScreen_1,ScreenTransition.None) ); SubmitForm(EditScreen_1_Form); Refresh(Ringfence_V2); )

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shar27 83 on at

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Would this catch overlap in dates rather than specific dates? and what happens to my submit button logic. Where i am putting the filter logic?

EXAMPLE
sharepoint list dates = 04/04/23 - 06/08/23
form submit = 06/05/23 - 06/07/23
should throw an error as the record(person) is already engaged within that time period.

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