How to build the sharepoint list to save data from an auditing app

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Posted on by SteHuhta24

Hi,

I am relatively new to PowerApps so apologies if this is a simple or stupid question.

I am trying to create an app where our staff can produce cleaning standard documents for the machines in our factory. These will then form a list of required cleaning on that particular machine. This bit I have managed okay.

I then would like to be able to audit the cleaning on the machine, based on the cleaning documents created. My problem is I'm not sure how to set up the sharepoint list or how to save the data into it. I am familiar with the Patch function and can use it to a decent level but not sure if this is even the right function.

So basically

1. Cleaning document is created

2. Cleaning documents are compiled by machine into a list for every document relevant to each machine

3. A yes/no/not applicable check box is checked for every cleaning document on a specific machine to say if that area of the machine is clean.

4. A cleaning score is created based on the amount of yeses or Nos that are selected.

I hope I have explained this well enough and thank you in advance for your help!

I have attached the zip of the app so far and a rough sketch of how I think the auditing page should look.

TestCleaningaudit...

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Experimental features

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MS.Ragavendar 6,334 Super User 2026 Season 1 on at

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@SteHuhta24,

Hope this will give you idea.

1. CleaningDocuments (Stores the cleaning requirements for each machine)

ID (Auto-generated)

MachineName (Lookup to Machines list or text or choice )

CleaningNo (Unique identifier for cleaning step)

Description (What needs to be cleaned

2. CleaningAudits (Stores audit results for each cleaning step)

ID (Auto-generated)

MachineName (Lookup to CleaningDocuments list MachineName column )

CleaningDocumentID (Lookup to CleaningDocuments list ID column )

AuditedBy (Person or text)

DateAudited (Date)

IsClean (Choice: Yes, No, Not Applicable)

App

Machine selection: Dropdown to select a machine.

Gallery: Display all CleaningDocuments related to the selected machine.

Checkboxes (Yes/No/NA): Used to store cleaning status.

Submit button: Saves responses to the CleaningAudits list.

Hope this will helps

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Suggested answer

Ravi-Prajapati 416 Moderator on at

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Here's a structured way to set up your SharePoint lists and how you can use the Patch function to save the data.

1. SharePoint List Structure

You'll likely need at least two SharePoint lists:

CleaningDocuments

ID (Auto-generated)

Title (Cleaning task name)

MachineID (Lookup to Machines list)

Description (Optional, for cleaning instructions)

CleaningAudits

ID (Auto-generated)

MachineID (Lookup to Machines list)

CleaningDocID (Lookup to CleaningDocuments list)

AuditDate (Date/Time)

CheckedBy (Person column)

Status (Choice: "Yes", "No", "Not Applicable")

2. Power Apps Implementation

Display a gallery of cleaning documents relevant to a selected machine.

For each cleaning document, allow users to select "Yes," "No," or "Not Applicable."

Save audit results to CleaningAudits using the Patch function.

3. Saving Data Using Patch

You can loop through the selected values and store them in the CleaningAudits list:

ForAll( Gallery_CleaningDocuments.AllItems, Patch( CleaningAudits, Defaults(CleaningAudits), { MachineID: Dropdown_Machines.Selected.ID, CleaningDocID: ThisItem.ID, AuditDate: Today(), CheckedBy: User().FullName, Status: Dropdown_Status.Selected.Value } ) )

4. Calculating the Cleaning Score

To determine a score, count the "Yes" and "No" responses:

With( {auditData: Filter(CleaningAudits, MachineID = Dropdown_Machines.Selected.ID, AuditDate = Today())}, Round( CountIf(auditData, Status = "Yes") / CountRows(auditData) * 100, 2 ) )

This gives you a percentage score based on the number of "Yes" responses.

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SteHuhta24 8 on at

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Thank you for your answers - I will give these a try! Much appreciated.

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