reimbursement app Requestor and On Behalf people column

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Posted on by Wei Ming Leong

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Hi All,
Thank you for looking at this message.

I am trying to find out what is the best way to do have on behalf and after the Approver approve, i want this record to change to the On behalf person name.

I have an reimbursement app that we also want to have On Behalf option, as in our office, some manager asked their junior to help them submit their expense on their behalf.

The current process before On Behalf option come in is, employee is to submit their reimbursement claim -> in the report screen, employee have to select their approver(who is the manager) to approve -> once approver approve -> it then move to finance for them to approve the claim.
Reimbursement App (Expense List and LineItems List)

Expense List (yellow highlight are 2 new people column that is added.

Question:
I am trying to find out what is the best way to do have on behalf and after the Approver approve, i want this record to change to the On behalf person name.

For add in on behalf, i am trying to a on the Expense list to have a On Behalf Column(People Picker), a toggle button, datacard field for On behalf and a Requestor Column (People Picker).
At the creating point of time when the employee submit the in the report screen, it will register their name into the Requestor Column.
If they toggle the button for on Behalf to yes, the combobox will appear for then to search for the people that they are doing on behalf.

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Building Power Apps

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SudeepGhatakNZ 14,396 Most Valuable Professional on at

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Your logic sounds good. Is there a problem?
Wei Ming Leong 313 on at

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@SudeepGhatakNZ
my brain wrapping around how to inform but forgot to indicate. the issue.

in the main screen, i have set the gallery to filter base on requestor column.
how can i patch or make the if there is name on the name on behalf column to requestor column.
and not patch if there is no name on behalf to requestor column.
SudeepGhatakNZ 14,396 Most Valuable Professional on at

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Can you not just check the toggle button state and use two patch statements in if else? Sorry if I misunderstood
if(buttonToggle.Checked,Patch( logic here),Patch(the other value)).

Or else you could do that in the background using a MS flow.
Wei Ming Leong 313 on at

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hi @SudeepGhatakNZ
the approver will see this viewreport screen.
there won't be any toggle button as the toggle button will only show when creating the report.
SudeepGhatakNZ 14,396 Most Valuable Professional on at

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If I were to build this, I would have two separate fields in the backend, OnBehalf and Requester (you could also use the Modified Byfield if you like).

If the OnBehalf field is empty, it would mean the request belongs to the requester.

On the TEXT property of that Label in the report, can you try something like this?
IF(IsBlank(ThisItem.OnBehalf),ThisItem.Requestor,ThisItem.OnBehalf)
Wei Ming Leong 313 on at

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HI @SudeepGhatakNZ ,
I have 2 columns for onbehalf and requestor. both are people picker option.

i tried ' IF(IsBlank(ThisItem.OnBehalf),ThisItem.Requestor,ThisItem.OnBehalf) ' but it doesnt work.
is there a way to patch?
SudeepGhatakNZ 14,396 Most Valuable Professional on at

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Good, you are using two columns.

While saving:
I would have used a form and selected the fields. That way Submit form would have updated both the fields without needing a Patch function. You could just handle the visibility of the field based on the toggle.

While displaying it back,
You can conditionally display the respective field based on whether it is empty If ISBlank() doesn't work, try IsEmpty()
Wei Ming Leong 313 on at

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hi @SudeepGhatakNZ ,

what about the gallery?
As now i set it as requestor.
But if there is name on behalf, i would then need after the approver "APPROVED" then the backend would need to copy the on behalf name column and overwrite Requestor Name column.