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Calculating totals in PowerApps

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Posted on 27 Mar 2025 22:08:51 by CU29011704-0

Hi all - I'm working on an app that will be used to track the capacity of a project management team which has multiple project managers.

Each row in the sharepoint list corresponds to a project and the columns contain different information e.g. Project manager name, project dates, status, etc.

I also have 4 columns each representing current month, current month + 1, +2, +3 i.e. March, April, May, June and the purpose is to enter a decimal value representing how much of the project managers time is dedicated to the project.

On the app side, I have a vertical gallery which shows the information from the sharepoint list so a user can view the status of each project.

I am looking to setup a second gallery (or whatever is the best method to display the data) where i can display the total amount of time that each project manager is using across all of their projects and how much of their capacity is available.

E.g. if John is working on Projects X, Y & Z and is dedicating 0.25 of his time to each project per month, I want to be able to show that John is committed for 0.75 of his time and 0.25 is available.

Looking for help on how to accomplish this as I have yet to get something to work

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CU29011704-0 14 on 02 Apr 2025 at 17:45:54

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Calculating totals in PowerApps

@CU28030254-0 - Thank you, what you suggested worked! Had to make a slight tweak but this accomplished what i wanted
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Michael E. Gernaey 41,254 Super User 2025 Season 1 on 28 Mar 2025 at 04:38:04

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Calculating totals in PowerApps

Hi @CU29011704-0

I would have to see the data a bit more to really help but logically you need to GroupBy the Project and User, then Sum up the columns you want into new columns in the grouped data

GroupBy and Ungroup functions - Power Platform | Microsoft Learn

Once you group it, you can even AddColumns to then calculate the difference between how much they spent and how much is available.

Now it gets complicated, but possible, if you are looking at it like this

Sum by Project Time, By Month, By Person and then per month, you want that total and subtract it from 1 to get that months left over time. Again completely doable.

Completely doable though can you share more of what your data looks like in your collection or table?
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CU28030254-0 18 on 28 Mar 2025 at 03:17:45

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Calculating totals in PowerApps

Hi,

try to add another gallery, use Distinct to get all your unique project managers.

Distinct(YourSharePointList, 'Project Manager') As PMs

Display the name of porject managers by adding label in your gallery.
in Text property add : PMs.Value

Now, Add a new label for march and set Text property by adding a calculate worktime for each PM by using function sum and filter on march like this :

"March: " & Sum(
Filter(YourSharePointList, 'Project Manager' = PMs.Value),
March
)

Add another label for march’s free time and set Text propety as :

"Free time March: " & 1 - Sum(
Filter(YourSharePointList, 'Project Manager' = PMs.Value),
March
)

repeat it for each month.
the filters i added above may be not working properly you have to adapt it to your sharepoint list and code ..

i hope this answer will help you
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ronaldwalcott 3,569 on 28 Mar 2025 at 01:58:41

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Calculating totals in PowerApps

Have you tried using the plan designer Use the Plan designer to create a business solution with Copilot (preview) - Power Apps | Microsoft Learn. Flesh out your requirements a bit more and try using this to generate the initial app. You can then modify what is produced to match your requirements,