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Power Platform Community / Forums / Power Automate / Appending form fields ...
Power Automate
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Appending form fields to a SharePoint Text Field

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Posted on by 516

I have a form where the client is looking to see all the changes to the form fields.  Append all changes to a SPS column to keep a running record.

The SharePoint Column name is Records. and it need to store for example

First Update:

Control Number 1

Control Number 2

Actions

Time:

Notes:

Second Update:

Control Number 1

Control Number 2

Actions

Time:

Notes:

When Someone changes the actions time and adds a new note to the main item.  I would like to append the changes to existing changes in the Records Column.

 

Also is it possible to format the changes:

Control Number 1:  
Control Number 2:

Actions:

Time:
Notes:

 

Is this possible? As I do not want to lose prior data that was entered

Categories:
  • Expiscornovus Profile Picture
    33,997 Most Valuable Professional on at

    Hi @SPS-DEV-22,

     

    Out of interest, have you looked into using the out of the box Version history? Do you have a specific requirement why you want to create a separate column for this on not use that feature instead?

     

    Every item (when versioning is enabled) should track the changes in version history:

    https://support.microsoft.com/en-us/office/how-versioning-works-in-lists-and-libraries-0f6cd105-974f-44a4-aadb-43ac5bdfd247

     

    Below is an example. As you can see I have changed the city field value and both the original and the new value are shown in the Version history.

     

    versionhistory_outoftheboxfeature.png

  • SPS-DEV-22 Profile Picture
    516 on at

    Just wondering how would, I make that visible to the end user, and on a Power Apps Screen, where the end user will want to view the overall history of an item.

     

    Versioning was turned on, however, on my test items there is nothing in the version column I added to the SPS list.

     

     

  • Expiscornovus Profile Picture
    33,997 Most Valuable Professional on at

    Hi @SPS-DEV-22,

     

    You can retrieve the version history of an item via a Send an HTTP request action

     

    versions_history.png

  • SPS-DEV-22 Profile Picture
    516 on at

    So how do I get the above to be in the Column I need it to be?

     

    you have a variable? which one do I use and what do I do with it?

  • Expiscornovus Profile Picture
    33,997 Most Valuable Professional on at

    Hi @SPS-DEV-22,

     

    Have a look at this blog by Rik de Koning. This blog demonstrates how you could use the version history to retrieve the old and new values for the fields Date, Version & Editor (display name)

    https://www.about365.nl/2019/08/08/view-sharepoint-item-version-history-in-powerapps/

     

    You could adapt that example by using the fields you are interested in.

     

  • SPS-DEV-22 Profile Picture
    516 on at

    I need all the fields and formatting.

    like mentioned above

     

    I'm stuck here:

    Storing the version history

    Inside our Apply to each action, we need to add an ‘Append to string variable‘ action that will write the output of each version history item to our versionHistory variable.

    In my example, I wanted the following version history properties to show in my PowerApp:

    • Date
    • Version
    • Editor (display name)

    These three properties need to be put into the Append to string variable action, separated by semicolons so that we can split can later in our PowerApp. The values that you need are:

    • Created
    • VersionLabel
    • Editor > LookupValue

    This also isn’t as straight-forward as selecting the values from the Dynamic Content, so we need to work with the expressions tab again. In the correct order:

    • items(‘Apply_to_each_version’)[‘Created’]
    • items(‘Apply_to_each_version’)[‘VersionLabel’]
    • items(‘Apply_to_each_version’)[‘Editor’][‘LookupValue’]

    Where the Apply_to_each_version part of your expression may (again) vary, based on the name of your Apply to each control.

    At the and of your string, put a pipe symbol (‘|’) so that we can divide each version history item from each other in our PowerApp later:

     

     

    I'm not sure how to get the items()

     

    items(‘Apply_to_each_version’)[‘Created’]

    I keep getting the expression is invalid.

     

    how do I find in the expression tab: items

     

    I'm not having any luck pasting the code in and getting past the error message.

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