Prevent duplicate records in Forms

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Posted on 14 Sep 2023 08:35:26 by t_vale

Hi,

I'm looking for a way to prevent duplicate entry being send via Forms.

I have registration form linked to SP Lists. In this form, people fill out several columns including their own personal identifier, which is a number.

What I want is basically the Form/Power Automate to check the List before sending a registration entry, whether that specific personal identifier have been already recorded and if so, the Form to display message that only one registration entry per person is possible.

Thanks.

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t_vale 6 on 14 Sep 2023 at 13:45:36

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Re: Prevent duplicate records in Forms

My form is created in Forms, not in Power Apps.
NandiniBhagya20 4,667 Super User 2024 Season 1 on 14 Sep 2023 at 12:20:17

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Re: Prevent duplicate records in Forms

Hi @t_vale ,
You can disable Submit button based on form fields or you can display a message on click of button. Try using below code in display mode property of Submit button - If(IsBlank(LookUp(SPListName, IdentifierColumnName = DatacardValueIdentifierName.Text)), DisplayMode.Edit, DisplayMode.Disabled)

Try using below formula in OnSelect property of a button if you would want to display an message to user -

If(IsBlank(LookUp(SPListName, IdentifierColumnName = DatacardValueIdentifierName.Text)), <Call a flow action>,Notify( "Custom message to let users know that an entry with the same identifier is already there in the list", NotificationType.Warning, 4000 ))
t_vale 6 on 14 Sep 2023 at 11:40:07

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Re: Prevent duplicate records in Forms

The form processes as usual, eg I can submit it and there's a new entry, in this case duplicity, in the form itself.
Then the Power Automate Flow tries to feed the entry into the List, but it fails as there's already the same entry so in the List, only the original entry stays and no duplicity is recorded.

But I want also let the respondent know that they already registered. Now they won't find because the Form won't tell that identical registration exists.
Edd-Keogh 293 on 14 Sep 2023 at 11:29:10

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Re: Prevent duplicate records in Forms

Are you saying it enters all the other information apart from that one part?
t_vale 6 on 14 Sep 2023 at 11:26:12

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Re: Prevent duplicate records in Forms

Hi @Edd-Keogh ,

thanks, it works for not creating duplicate entry in the List, but I'm still able to submit the form.
Edd-Keogh 293 on 14 Sep 2023 at 09:02:56

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Re: Prevent duplicate records in Forms

Hi @t_vale

You can set the column that they are entering in to on your SharePoint list to enforce unique values. If you click on the drop down on the column in your SharePoint list and then go to edit you can turn on enforce unique values under more options.

This wont let you submit the form and will bring an error up saying duplicate value exists on list.

Hope this helps.

Thanks,

Edd