How can multiple users edit the same form?

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Posted on by AS-12050841-0

Hi all,

I am looking for advice.

I have created a power apps form using sharepoint lists. However, I want to have some functionality that allows more than one user complete the SAME form. Almost like a live word document where multiple users can edit and complete before submitting the form. Is this possible?

Many thanks.

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sumit_artesian 261 on at

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Hi @AS-12050841-0,

Yes, it’s possible, but not quite like live co-authoring in Word.

In Power Apps, multiple users can edit the same SharePoint item, but there’s no true real-time collaborative editing out of the box. So, if two users edit the same fields at the same time, the last save usually wins.

You can also use timer controls/Refresh() to make the app pull newer data more frequently, but it still won’t behave like live Word editing.

If you truly need simultaneous live collaboration, Power Apps is not really designed for that scenario. But for multi-user staged completion of the same form, it works well.

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MS.Ragavendar 7,171 Super User 2026 Season 1 on at

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@AS-12050841-0,

When building Power Apps for business cases, a common challenge arises when multiple users need to edit the same record.

Power Apps lacks a native feature to lock a record during editing, which prevents concurrent edits. This limitation allows us lead to errors and conflicting data updates while we performing the simultaneous edits.

This would not be an recommendable approach and Power-apps doesn't offer such native support.

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

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AS-12050841-0 6 on at

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Hi :@sumit_artesian

How does this work in practice and how can I implement something. Say for example if I have one form with one section and questions 3 and 4 require another user to complete how can I share the form with them to ensure they can complete them?

Thanks

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timl 37,171 Super User 2026 Season 1 on at

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@AS-12050841-0

>>You can also use timer controls/Refresh() to make the app pull newer data more frequently, but it still won’t behave like live Word editing

To comment on this, adding a timer and refresh() means that a screen will refresh on a timer interval, and show up to date changes made by other users without the user manually needing to refresh the data.

There is no way for multiple users to concurrently modify the same record at the same time, like live Word editing.

In the case where you have a form where one section needs to completed by one user, and questions 3 and 4 need to be completed by another user, the first user would need to enter their details and save the record. At this point, the second user can open the record and complete their changes.

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sumit_artesian 261 on at

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Hi @AS-12050841-0,

It depends; are the sections User A fills related to the sections User B fills? In other words, are User A’s answers required before User B can make decisions or complete their own section?

If both users’ answers are independent of each other, you can simply create the form in Power Apps and allow users to log in whenever they want and complete only the sections they are responsible for.

It will not be a fully “live” collaborative experience, meaning User B will not see User A typing responses in real time, and there will not be an indicator showing another user is currently working on the same form. However, users can still see updates made by others whenever the form refreshes. You can even add a Refresh button to force an immediate data refresh so newly saved responses become visible almost instantly.

On the other hand, if the answers from different users are dependent on each other, i.e., User A must complete their section before User B can proceed, then a step-by-step workflow would make more sense. In that scenario, each user can log in periodically, complete the sections assigned to them, and then the next user in the process can continue afterward.

If I were building something like this, assuming your data is stored in SharePoint, I would use Power Automate to handle this sequential process.

You would mainly need a mapping of who initiates the process and who comes next. This can be stored in a SharePoint list with columns such as Current User and Next User. For example:

User B comes after User A

User C comes after User B

Once that mapping is in place, you can create a Power Automate flow using the “When an item is added or modified” trigger. The flow can identify who modified the item, refer to the mapping list, determine the next responsible user, and automatically notify them that it is their turn to complete their section of the form.

Please let me know if you have any follow-up questions. Happy to help however I can.

Please ✅ Does this answer your question 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 answering Yes to Was this reply helpful? or give it a Like! 🩷

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