Archive Records

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Posted on by atray13

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Hi,

I am trying to implement a function into my app, where usually the delete button will remove a record from the source data (as in if you were looking at a gallery of records, and had selected one to view in more detail - current delete button formula: Remove(Beds, BrowseGallery1.Selected)), i instead want this record to be transferred over to an identical 'archive table' where old records can go, so that they are no longer visible in the gallery, but the record is not actually deleted.

I can't find any formulas that seem to be able to do this.

Thanks

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Building Power Apps

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CU-18081211-6 9,272 Moderator on at

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To solve your issue, your code in ON SELECT property of the REMOVE button looks like this:

Collect('archive table', BrowseGallery1.Selected);
Remove(Beds, BrowseGallery1.Selected))
(if the archive table is actually a local collection)
OR
Patch('archive table', Defaults('archive table'),BrowseGallery1.Selected);
Remove(Beds, BrowseGallery1.Selected))
(if you want to write directly on database).
rebeccas 2,591 on at

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I typically do this in Flow (PowerAutomate). In the app I have the button change the status to "Archive" and then I have a Flow that looks for when that item is modified and the status is "Archive" create a new item (on the archive list) and delete the item (from my active list). You could also do this in PowerApps if you use Patch to first create a new item (on new archive list), then remove item from current list.

Also, I would keep in mind -- when I do an Archive list I carry over a few other columns so I don't loose it like CreatedBy and Created
eka24 20,925 on at

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Try combining, Remove, Collect and Patch

Remove and Collect:
On the OnSelect of the Icon / Button to Select the Gallery;
   Collect(DeletedCollection,ThisItem);
         Remove(DataSource,LookUp(DataSource,ID = ThisItem.ID))

The ID in this case could be replaced with any Unique Column
This Creates a collection called DeletedCollection on all items Deleted

Patch the Collection DeletedCollection To the New DataSource:
OnSelect of a Buttton:
       ForAll(DeletedCollection,Patch(ArchiveDatasource, Defaults(ArchiveDatasource),
        {Column1: DelecteCollectionColumn1, Column1: DelecteCollectionColumn2,
         Column1: DelecteCollectionColumn3}) )
------------

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atray13 147 on at

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Hi thanks for the response. I have tried the patch formula but it doesn't copy the record over to the other table. I am getting the error message: _PowerAppsId_: The specified column is generated by the server and can't be specified.
rebeccas 2,591 on at

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Did you try and Patch the ID field?

Usually that error means you are trying to create a filed (via Patch) that is being created by your SharePoint list. Like the ID column or one that is calculated on your SharePoint list.
atray13 147 on at

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Hi thanks for the reply.

I have tried this and it seemed ok until the last bit, i couldn't get the formula to accept the {Column1: DelecteCollectionColumn1, Column1: DelecteCollectionColumn2,
Column1: DelecteCollectionColumn3}) )

part. It wasn't suggesting anything similar where it usually suggests what to put in, and couldn't quite figure out what it is that has to go here?
atray13 147 on at

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No i just tried to patch the whole record i think. I haven't used patch before so not too familiar with it. My formula looks like this:
Patch(Archive, Defaults(Archive), BrowseGallery1.Selected)

I was going to try out your suggestion of Power Automate once i get granted access by my IT department.
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rebeccas 2,591 on at

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So you can't Patch a like the second you put where it refers to gallery. To use patch you have to refer to each column. Here is how it lays out:

If New Record:

Patch(SPList, Defaults(SPList), {Title: TextInput1.Text, Column2:TextInput2.Text})

* This is if the columns are single line text fields...different if other types..let me know if so and what type.

Edit Record:

Patch(SPList, LookUp(SPList, ID=Gallery1.Selected.ID), {Title: TextInput1.Text, Column2:TextInput2.Text})

You don't have to use all columns for the New or Edit...just the ones you want. If it is New you must use the Title field because it always required.

Let me know if this helps and what else you need to go forward from there.