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Tracking Status Changes in PowerApp and SharePoint List

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Posted on by 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.

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Building Power Apps

Status Screen.png

Edit Screen.png

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WarrenBelz 153,061 Most Valuable Professional on at

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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 28 on at

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

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WarrenBelz 153,061 Most Valuable Professional on at

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@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.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

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JValencia50 28 on at

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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.

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WarrenBelz 153,061 Most Valuable Professional on at

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@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.

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

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JValencia50 28 on at

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

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WarrenBelz 153,061 Most Valuable Professional on at

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@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 ?

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JValencia50 28 on at

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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"

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WarrenBelz 153,061 Most Valuable Professional on at

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@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”

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JValencia50 28 on at

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@WarrenBelz, the field name in the PowerApps Form? Or the record name in SharePoint list?

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