Power Apps

Create separate line items/subitems for each request in Powerapps Form/SharePoint

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Posted on by Iantaylor2050

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I have a powerapps form where users can raise below requests

1. Onboarding

2. Update existing system

3. Upgrade existing system

4. Extend existing system

5. Offboarding

I have created a powerapps form and have a Request Type column which is a radio button in PowerApps form and Single line of text in SP List

If i create a onboarding request and submit, a new line item is created in SharePoint list based on the newform submission. If i select update request, existing onboarded system gets updated in SharePoint with Request Type "Update existing system" based on EditForm submission.

However, my requirement is to create a separate line item for each request type. Means if i onboard a new system today say System A and then raise an Update and upgrade request, there should be 3 line items for System A. May i know how to achieve this?

System A - Onboarding

System A - Update

System A - Upgrade

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Building Power Apps

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Matthias PPS 70 on at

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@Iantaylor2050

If I understood you correctly, you want to have a SharePoint list item for each change of status.

In this case you should not use EditForm because this will just update the currently selected record. You could maybe always use the NewForm approach and when a user selects an already existing record you prefill the default values with the correct data.

Another option would be not to use the SubmitForm function but Patch(). Have a look at this:

https://learn.microsoft.com/en-us/power-platform/power-fx/reference/function-patch

https://www.matthewdevaney.com/7-ways-to-use-the-patch-function-in-power-apps-cheat-sheet/

This will give you more freedom than SubmitForm

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stampcoin 5,158 Super User 2026 Season 1 on at

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@Iantaylor2050 Hi,

something you didn't mention:

Do you allow the user loading existing records for modification ? if those it will not be a new records.

Here is my thought:

Add a guid screen with gallery, if nothing exists, guide the user go create new one.

When they create new request, for example onboading, lauch form1 in new mode, so make it create new records.

If edit existing records. you may consider that some fiedl is not allowed to change.

Use patch if you prefer, within it create if the user use editmode, otherwise submit.

Enjoy Power Platform and have a great day 🚀 | My LinkedIn

If the answer helps, please consider 👍, Thanks.

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venturemavenwill 1,198 Super User 2026 Season 1 on at

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You can add add a Patch statement to the OnSuccess property of your form to create additional records on submission.

Unfortunately there is not enough information to be more specific, but check out the Patch documentation - which should help

https://learn.microsoft.com/en-us/power-platform/power-fx/reference/function-patch

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WarrenBelz 155,346 Most Valuable Professional on at

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Hi @Iantaylor2050,

Coming in as I have dealt with your posts on numerous occasions in the past. Although your post is a bit ambiguous, I think you are asking how to detect if existing records exist for the same criteria, which leads to the question what fields need to be the same before this situation occurs. This is either about the information available to the user before the form is produced, so you will know whether to present a new or edit form, OR always present a new one and decide on the information presented whether your Patch needs to update an existing record or produce a new one.

Have a think about this and confirm if in fact this is what you are trying to do and based on my suggestions, how you think you could approach it.

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