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Posted on by ShanePhillips

Hello everyone, I'm relatively new to Power Apps and I have a project going that seems to be growing as we go.

My business need is that we are wanting to create a sign up for workflows, and within each workflow have four different roles, each with a specific target specific to that workflow. We have 5 cycles of time we want to have available that spans a year.

For example:

Workflow	WF expert	Ops expert	Trainee	Ops
Order Fulfillment	2	2	1	10
Inventory Maintenance	2	2	1	12
Quality Sampling	1	1	1	5
Field Sanitation	4	3	2	20
Inventory Packaging	3	2	1	20

I've got a working form that writes to a SharePoint List that is straight data entry with no limits on how many people can sign up for each workflow/role. This is a screenshot of that form:

The desired flow of this app would be that a user selects a workflow, and is then presented the four role options, which decrement as people sign up and become unavailable as options when full.

We don't want people to see other people's options, so a gallery of the list isn't ideal. They have 5 cycles of time to populate desired workflow and role for.

What is the best way to set this up? Ideally a data table is created in sharepoint. I've looked at the leave request template and considered modifying that for this purpose as well, though the additional second step of role signup would need to be added. In my head, I've got conditional dropdowns that have options enabled or disabled based on counting the number of workflow/role combinations already taken. Do I need to make a collection of existing SharePoint list conditions and calculate from there? Delegate to SharePoint? The size of the list will be less than a hundred people (records).

Any tips or guidance to point me in the right direction would be appreciated.

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Dataflows

Using Apps Using Formulas

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ShanePhillips 60 on at

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Hi Ronald, yes I agree with you and have discussed that with our team. We plan on going in waves, and it won't be perfect. I like your idea of having a counter next to the selection that would update with the "onselect" property of the field. I'll play with making that.

The sharepoint list is protected by our permissions groups, so that won't be an issue.
ronaldwalcott 3,289 on at

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The difficulty with apps of this nature is by the time a user has completed all entries a slot for the role may no longer be available. SharePoint as a data source doesn't actually present users from seeing each other's data although you can prevent it in the app by adding the user info to the record and only show data for the person logged in.

You should weigh your design options based on the expected usage pattern.

Will everyone try to logon and grab spots at the same time?

If so, you should probably update data every time one spot is filled and decrement the availability of the role for that workflow. Just remember that the design should probably seek to update as soon as a user makes a decision in order to keep the availability count accurate and always check the availability count before updating.