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Update records from multi screen

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Posted on by MOHD78

How to update existing records in SPO from multiple screens and buttons. the first screen is ok which is the submit form.

the second screen. I have a three-buttons

1-submitting the form.

2- send back to edit

3- cancel and save the record.

The third screen

button to submit the form and save records and navigate to the fourth screen.

the fourth screen also submits and saves records and navigate to the fifth screen.

Thanks

the fifth screen

button to submit and save data and navigate to last screen which will have two button

one to cancel the request

one to submit the form and save the data in SPO and exit..

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Building Power Apps

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BrianS 2,407 Super User 2024 Season 1 on at

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I may not completely understand the issue. Are you trying to edit various parts of the record on multiple screens because you have too many items for one page? Or you want to group items together but it all goes to a single record?

If that is what you are trying to do you can just have the Item for the form use the LastSubmit of the form on the previous page. If you are not wanting to put anything in the SP list until the final page when the user is really sure they want to commit then you could put all the responses into a collection and then Patch that collection to SP on the last page.
MOHD78 56 on at

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@BrianS
On the first screen, I will submit the form as an initial request to SPO for review (First Screen is New Mode)
the second screen (WAITING APPROVAL)will be ON edit mode. and it has 3 buttons. first for approval and move forward to the third screen. Second button to send back to the requester and the third button is to cancel the request.
the third screen which is in edit mode, I need the requester to edit the information and resubmit the form for review.
the fourth screen is to add more information by me. with a button to submit the form.
the fifth screen also the same. is to add information or data and submit the form.
so now when I click any button from the second form to the fifth form it does add as new records instead of updating the existing record.

How I can use the last submit function. is there an example so I can see how they used it.

Thanks
BrianS 2,407 Super User 2024 Season 1 on at

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So that is a little different situation. You need to use what PowerApps calls "Deep Linking." You will need to provide a link to the user which will include the record number.

I would look at this video and this one to get a better understanding of what is possible. You will need a field to hold info about where in the review process the request is. That will let you determine which page of the app they will be directed to. You will see in the videos how to manage the rest of the process..
MOHD78 56 on at

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@BrianS Those videos are different from what am asking. My question is how to update the status of each form from a dropdown choice Datacard.
when I submit the form which is (initial request form) I need the records on the SPO show pending review. after reviewing the form and click on the button on the second form I need to change the status to waiting approval.
because I have 6 choices and 6 screen?

I hope you get my point.
I think set records will help but I didn't find any videos about set records and Update status
BrianS 2,407 Super User 2024 Season 1 on at

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So what you need is to have a field to track the progress thru the system. The initial value will be "Pending". You send that info with the deep link to the next person. That link opens the app with the second screen. When that record is submitted you change the field to "First Approval" or whatever makes sense in your context. That screen sends out another deep link to the next approver which leads to the next screen. When that screen is submitted you change the value again.

If this is not what you mean, can you include some screen shots? You said above that the person would submit and then the app would move to the next screen. I assumed you meant in another session. Do you mean that the app moves on to the next screen in the same session? In that case we need to understand more of the process.
MOHD78 56 on at

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What you saying is right. the app moves in different levels and not in one session.
A first form is called an Initial request. when this button is submitted I need to save the records in SPO. and the status needs to change from new to pending.
2- fund certified which is an edit mode form. this form has 3 button
1- first button is to update the field and record the date the form was submitted.
2- the second button is to send back the form for correction from the initial requester.
3- the third button is to cancel the request and add a note to the SPO.
3- a third form is an edit form with pending correction fields. it has a button to submit the form back to the second screen and to update the records on SPO. this form should change the status to pending correction.
4- the fourth screen is called awaiting an order. this form is in edit form with one button to submit the form and update the records on SPO. and the status change to awaiting an order
5- FIFTH Screen called awaiting number entry. with one button to submit the form and update the records in SPO and move to the last form. the status should update or change to awaiting number entry.
6- this screen has an edit form. called order receipt. this form has to button one to complete the form and one to cancel and record a note of cancelation in SPO.

So basically I need to update the records on this form when someone updates anything and change the status choice column with the status of each screen.

Thanks
BrianS 2,407 Super User 2024 Season 1 on at

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So after the initial record is added to the SP list you will just need to figure out the action for each button. Will there be multiple approvers? Divided by department or amount or both? If so you will need a SP list to set up a decision tree. The buttons will need to check and determine who to send an email to. I would set a variable to the Form.LastSubmit. Use that to set your parameter that will be emailed out to the approver. You will direct to the next page/form thru the link. If that person rejects, you set the SP field that holds the progress to a value to let you know more info is needed and then email to the originator with that request. You will need to come up with values to track. You may just want to use 3 letter designators to keep it easy to check the values.

I imagine it will be easier to design your own screens and use Patch since you have so many options on each page.

You be using a ton of If statements and other logic to test all of the options. You can keep the SP field to hold your progress hidden and just add the value with a variable of directly in the Patch on each button.

You probably need to do a diagram for each step to see how it relates to the step before and after so you can figure out how many values you need in your progress field to keep track of all the proliferations.
MOHD78 56 on at

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There will be 3 approvers for this app. Where to set a set a variable to the Form.LastSubmit.
is it on each form or in one form? I did try to set a patch it did work but on each from I have to set the status based on the form I'm in.
Patch(
'Purchase Request',
LookUp('Purchase Request', ID=1),
{
Status: ComboBox1.Selected
}
);SubmitForm('Initial Request')

This patch on the first button at the initial request form. but this form is in new mode. what about the forms in editmode.

If i need to setup a set where I need to do so
BrianS 2,407 Super User 2024 Season 1 on at

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That was in the videos - you set a link in the email to the approver that opens the record that was saved by that form. In the OnSuccess of the form you would use FormName.LastSubmit to capture the ID of the record you just wrote in the form.

Set(var_ID, FormName.LastSubmit.ID)

Or if you want to send out additional info in the email you could use:

Set(var_Record, FormName.LastSubmit)

and then var_Record.LastName would give you the LastName property of the form and var_Record.ID will give you the ID of that record.

In the email you would need to add the link to the app and set a parameter to the ID of the record the Form just saved. As the videos explained, you can the set this to allow the reviewer to jump to the record in question.

Just make sure you do it in the OnSuccess, so that if the Form errors out it doesn't move on without the error being corrected
MOHD78 56 on at

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Should I add the Set(var_ID, FormName.LastSubmit.ID) on all the forms or in the first one only?