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Update Multiple Records in SharePoint Based on a Gallery with the Same Data

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Posted on by sebastiangz7

Dear all,

I would like to change the status of several items in SharePoint list from "Submitted" to "Approved" or "Rejected". To do so, I have a filtered Gallery called Gallery7 connected to the SharePoint list as follows:

Filter(MasterTS, Email = varRecord, Status ="Submitted")

Where:

MasterTS: SharePoint list with all the records

varRecord: Email of the person that submitted the data

Status: The column in the MasterTS that I would like to update

What formula could I use to update the status of all the items in this Gallery in my SharePoint list? I tried to use ForAll+Patch but I did not manage to make it work. The idea is that when the manager of the person that submitted the data clicks on the "Approved" button, this updates all the records submitted by this person.

Thanks in advance for your help.

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RandyHayes 76,299 Super User 2024 Season 1 on at

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@sebastiangz7

You can do this with a ForAll as you mentioned.

Your formula would be the following:

ForAll( RenameColumns(Gallery7.AllItems, "ID", "_id"), UpdateIf(MsterTS, ID=_id, {Status: "Approved} ) )

I hope this is helpful for you.

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mdevaney 29,991 Moderator on at

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@sebastiangz7
The PATCH formula can be used without FORALL to perform bulk updates to SharePoint. My proposal is to create a table of updates using only the gallery's ID & Status columns and then upsert them. Doing this requires only 2 arguments to PATCH: target table and updates table.

Put this code in the OnSelect property of the "Approve" button:

Patch( your_sharepoint_list, UpdateIf( ShowColumns( Gallery1.AllItems, "ID", "Status" ), true, {Status: {Value: "Approved"}} ) )

Then put this code in the OnSelect property of the "Reject" button.

Patch( your_sharepoint_list, UpdateIf( ShowColumns( Gallery1.AllItems, "ID", "Status" ), true, {Status: {Value: "Rejected"}} ) )

Note: I assumed your Status column was a Choices type in SharePoint. If its single-line text you will need to modify my formulas

If you want to learn more about Bulk Modifying SharePoint Records you can check out this link:

Article - https://matthewdevaney.com/patch-multiple-records-in-power-apps-10x-faster/

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sebastiangz7 5 on at

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Thanks a lot! I had not used the UpdateIf function before, you saved my day! I spent hours on this 🙂

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