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Update Multiple Person or Group SharePoint list item with multiple entries from second SharePoint List

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Posted on by GTSam

Hi All,

I have two SharePoint lists, an "events" list and a "submissions" list. A staff member will browse a PowerApp that I have created to find an event that they want to work and will submit a request for approval by a manager.

This function patches a new record into the "submissions" list with variables including the staff name, email and the ID from the "events" list.

Patch('Submissions', Defaults('Submissions'), {Title: EventName, EventID: EventID, StaffName:Name, StaffEmail:Email})

The managers then use a second PowerApp to browse the submitted requests and approve or deny them patching the existing record in the Approval column

Patch('Submissions',ThisItem, {Approval: "Yes"});Refresh('Submissions')

I want to create a button which will collect all records with EventID matching the "events" SharePoint list ID and approval column shown as yes " from the "submissions" SharePoint list. This will then patch the potentially multiple records into the "events" SharePoint list and include any person's name who may have already been entered into the first list without overwriting.

Is this possible to get multiple records and combine them into one field on another list?

SharePoint "Events" List

SharePoint "Submissions" List

Categories:

Building Power Apps

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Anonymous_Hippo 1,247 Super User 2024 Season 1 on at

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Hello @GTSam

Could you please give an example of how you would like to combine multiple records from Submission list to the events list ?

If your intention is to just let the user know that something has been approved- then, may i recommend using a field called status and updating its value based on the whether it has been approved in the other list or not?

Cheers

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GTSam 17 on at

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I intend to use the submissions list as a sort of waiting list. Once approved, I want to combine them to the primary list under attendees which is a multiple person or group field.

For example;

Event: Go up the hill

Jack, Jill, and John all want to attend this event. Only Jack and Jill are approved to go to the event go up the hill. I want to add both of them to the events SharePoint list but without overwriting any existing data in that field.

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Anonymous_Hippo 1,247 Super User 2024 Season 1 on at

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Thank you for the explanation @GTSam . Could you also give an example of how the new record would look like. For example would jack and jill be patch to a people picker or a normal multiple field 🙂

Based on this we have few options. It would be better if jack and jill don't have to be patched to a people picker field

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GTSam 17 on at

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Thanks @Anonymous_Hippo,

The field is a people picker field currently, but I suppose that I could make it a text field instead and use Office365Users connection in PowerApps instead to match it up.

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Anonymous_Hippo 1,247 Super User 2024 Season 1 on at

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Apologies for my delay in responding.

@GTSam

Please try this and see if this helps . Add a new button with this code

ShowColumns(Filter(*Please add your submission list connection name*,'EvenID'="102"/* i am treating it as a text column, if it is a number column please remove the double quotes)*/ && 'Approval' ="Yes","StaffName")); Set(VarDino,Left(Concat(Col_SubmissionList,StaffName & " ," ),Len(Concat(Col_SubmissionList,StaffName & ", " ) ) - 1))//Using this to remove the extra space and comma left at the end; Patch(*Please enter the name of the Events List*,Defaults( *Please enter the name of the Events List*),{ Attendees: VarDino} );

So from the your above screenshot it would create a new record with

Jack, Jill in the Event list

Hopefully this helps

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