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Priority list for each user

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Posted on by Community Power Pla... Microsoft Employee

Hi,

I saw a few forums regarding priority list and how the priority re-locate and "move up" by itself once a task has been completed. But I was wondering if its possible to create a separate priority list for each user as well.

For example, I have a SharePoint List with myriad of tasks that are assigned to different users. Something like this:

Task A	User A
Task B	User B
Task C	User A
Task D	User B
Task E	User A
Task F	User B

I want to create a function where each user can prioritize their own set of tasks:

User A

Task	Priority	Status
A	1	On-going
C	2	On-going
E	3	On-going

User B

Task	Priority	Status
B	1	On-going
D	2	On-going
F	3	On-going

And when a task is completed, the priority shifts:
User A:

Task	Priority	Status
A	1	On-going
C		Completed
E	2	On-going

User B:

Task	Priority	Status
B		Completed
D	1	On-going
F	2	On-going

Thanks in advance 🙂

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Michael E. Gernaey 53,963 Moderator on at

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Hi @Anonymous

What you want to do is something like this.

1. Add a Choice (single select) to your SharePoint list. Add a bunch of options (like what you have above as examples)
2. In your Canvas App, on your New and EditForm, it will now list this column and people will be able to select it and change it as they wish.

No real trick to it, its pretty straight forward

Since you said function, I wasnt sure what you mean by function, so instead I simply gave what you would do.

Some other details
Normally you would have
1. a gallery to list of all the Tasks, but filtered to that person
2. They click a row and it takes them to an Edit form, which you would have added (like my above comments). That Edit Form, would have the Same Source as the Gallery, and in the Item property you would put, MyGallery.Selected
-This would cause it to load the SharePoint item selected in the gallery
3. You would have a Button, usually labelled Submit
-The button code would be SumitForm(EditFormControlName).
And thats it.

You would usually have a + sign or something that says "Create New" in which case it would take them to the Form that is now in NEW mode, not EDIT mode.
Again using the same SubmitButton to submit the form. I know i called it the EditForm but you can call it whatever. The new/edit mode is something you can do programmatically.

If I have helped you, I would really appreciate if you please Mark my answer as Resolved/Answered, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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Community Power Pla... Microsoft Employee on at

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Hi @FLMike ,

Thanks. But I think the solution you provided is missing the integral part of my scenario, which is the priority aspect.

If you take a closer look of the priority column in the scenario I gave, you would notice that the number shifts when a task has been completed by the assigned user. I saw a few forums using PATCH to do that, but most of their formulas are focusing on a singular priority list. But I need to provide a separate priority list for each user.

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Michael E. Gernaey 53,963 Moderator on at

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@Anonymous

Woops so sorry, I saw the Status one and just totally spaced the Priority one.
The premise is still the same for adding the column and letting them pick the priority.

However, you didn't explain what the formula is for deciding to "Shift" the priority and auto-change it (which is how I read what you said).

Can you give the example business logic needed to change priority and how to choose which Task it auto-gives new priority?

But it sounds like you need a Power Automate flow to do that though, if you are planning to "auto-change/decide". The flow trigger would be when one is update/modified but with a Condition specifically on the Status field so you can see if its completed etc etc.

If I have helped you, I would really appreciate if you please Mark my answer as Resolved/Answered, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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Community Power Pla... Microsoft Employee on at

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Hi @FLMike ,

I'm not too sure if its possible, but here goes:

1. The user can filter tasks that are assigned to them. I think this one is pretty straightforward using gallery.

2. They can manually assign a priority number (1-10) to their tasks, and they must assign it chronologically. So for instance, User A will start assigning Task A with priority 1, then C with 2, E with 3, so and so forth... I thought of using a dropdown field with the choice 1-10, but that wouldn't work because what's stopping User A from randomly assigning any number to any task? I wouldn't want the user to create unnecessary gaps in the priority list.

3. And when a task is completed, the priority list will auto-arrange itself. For example, if task with priority 2 is completed, what was previously in priority 3 will be the new priority 2. Then 4 will be 3, 5 will be 4, etc...

I hope this clarifies things up.

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Michael E. Gernaey 53,963 Moderator on at

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@Anonymous

Gotcha, Ok then I would do something like this. Well actually it still depends. How are these items created?
And are they just using the Form in SharePoint or did you create a Canvas App that would make this so much easier?

With a Canvas App + Flow you could do what you want easily, but in regular forms ugg my had hurts thinking about doing it there.
lol

If I have helped you, I would really appreciate if you please Mark my answer as Resolved/Answered, and give it a thumbs up, so it can help others

Cheers

Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

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Community Power Pla... Microsoft Employee on at

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Everything is via Canvas app

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