Set the status to request processed once all items in gallery processed

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Posted on by Iantaylor2050

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I have a power apps gallery where items will be routed for approval. The status should be updated as request processed once all the items in the gallery is either approved or rejected. i.e. when the approver actions the last item, status should be updated as request processed. May I know how to achieve this?

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MS.Ragavendar 5,036 Super User 2025 Season 2 on at

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@Iantaylor2050,

Try this formula

Created a gallery like this using the sample collection

ClearCollect(

ColApprovalReq,

{

ID: 1,

RequestID: "REQ-2023-001",

RequestDescription: "Laptop replacement for new hire",

Assignee: "SR",

Status: "Pending"

},

{

ID: 2,

RequestID: "REQ-2023-002",

RequestDescription: "Software license renewal",

Assignee: "SR",

Status: "Pending"

},

{

ID: 3,

RequestID: "REQ-2023-003",

RequestDescription: "Office chair replacement",

Assignee: "SR",

Status: "Pending"

},

{

ID: 4,

RequestID: "REQ-2023-004",

RequestDescription: "VPN access request",

Assignee: "SR",

Status: "Approved"

},

{

ID: 5,

RequestID: "REQ-2023-005",

RequestDescription: "Email distribution list creation",

Assignee: "SR",

Status: "Rejected"

},

{

ID: 6,

RequestID: "REQ-2023-006",

RequestDescription: "Conference room AV setup",

Assignee: "SR",

Status: "Pending"

}

)

Color Property ( Condition Checks) - Repeat it for reject too

If(ThisItem.Status = "Pending",Color.Blue,Color.Green)

Display Mode Property

Placed one button like this

Display Mode (Button will be clickable if all actions are taken)

If(

CountRows(

Filter(

(Gallery1.AllItems),

Status = "Approved" || "Rejected"

)

) = 0,

DisplayMode.Edit,

DisplayMode.Disabled

)

On Select

If(

CountRows(

Filter(

(Gallery1.AllItems),

Status = "Approved" || "Rejected"

)

) = 0,

ForAll(

Gallery1.AllItems,

Patch(

ColApprovalReq,

LookUp(

ColApprovalReq,

RequestID = ThisRecord.RequestID

),

{Status: "Request Processed"} // In code i set it as Closed modified according to your logic.

)

)

)

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Could be something like this if I am understanding what you are asking

I am presuming that this is some type of collection that you are using to update a data source and you don't want to perform any updates until each item is approved or rejected

If(
CountRows(Filter(Gallery1.AllItems, isBlank(Action) )) = 0,

ForAll(
Gallery1.AllItems,
Patch(
YourDataSource,
ThisRecord,
{
Action: ThisRecord.Action,
Status: "Request Processed"
}
)
)

Syntax is not quite correct

You are constantly checking that the action column is completed for every row in the gallery.

When they are all completed loop through the gallery and update the data source with the action and status column values.

You have to decide where you will execute the code

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