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KH1
Level: Power Up

Allowing user to edit response to an already submitted form?

I am new to PowerApps and trying to understand if it can support my use case.

 

I need to create a form for users to request access to certain data. I plan to create an approval flow using Sharepoint lists, and Outlook. Oftentimes the requests will be rejected, and sent back to the requestor to amend the request. I do not want the users to have to fill out the form again, I would like them to have access to their original request that they can then modify. Is this possible using PowerApps and Sharepoint lists? 

 

I looked at using Microsoft Forms, but it does not seem to support editing of submitted forms. 

 

Thank you!

1 ACCEPTED SOLUTION

Accepted Solutions
egallis
Level 10

Re: Allowing user to edit response to an already submitted form?

Hi @KH1,

I don't see any reason why you couldn't do your case using PowerApps and Flow. Just a few things:

  • create a SharePoint list that will hold the various form information
  • create a PowerApp app and insert a Form control connected to that list
  • make sure that the ID of the list item created by the requestor is available at all times throughout your Flow approval workflow
  • then, in the Flow, if the request is rejected just send an email to the requestor with a link to the app (pass the ID of the corresponding SharePoint list item as a parameter through the link)
  • use the Params function in the PowerApp app to retreive the list item ID and set it as the current item being edited in the form so the requestor can change its request
  • and that should do it...

Hope this helps... 🙂

Emmanuel

View solution in original post

2 REPLIES 2
egallis
Level 10

Re: Allowing user to edit response to an already submitted form?

Hi @KH1,

I don't see any reason why you couldn't do your case using PowerApps and Flow. Just a few things:

  • create a SharePoint list that will hold the various form information
  • create a PowerApp app and insert a Form control connected to that list
  • make sure that the ID of the list item created by the requestor is available at all times throughout your Flow approval workflow
  • then, in the Flow, if the request is rejected just send an email to the requestor with a link to the app (pass the ID of the corresponding SharePoint list item as a parameter through the link)
  • use the Params function in the PowerApp app to retreive the list item ID and set it as the current item being edited in the form so the requestor can change its request
  • and that should do it...

Hope this helps... 🙂

Emmanuel

View solution in original post

Community Support Team
Community Support Team

Re: Allowing user to edit response to an already submitted form?

Hi @KH1,

Could you please share a bit more about your scenario?

Do you want to fire/trigger a approval flow sending via Microsoft Flow when you click the "Submit" button within your app?

I agree with @egallis's thought almost. I assume that the Edit form is connected to your SP list, when you click the "Submit" button within your app, pass the generated List Item ID from your app to your flow.

If the approver reject the request, you could consider include the URL link of your app within the email body, along with the List Item ID as a parameter value within the URL link (https://web.powerapps.com/apps/76897698-xxxx-b2de-xxxx-xxxx74f114f2?ItemID=5).

Within your app, you could use the Param function to receive the parameter value (Param("ItemID")). Then navigate to the Edit screen, find the corresponding item record based on the received parameter value and then display it within the Edit form.

More details about firing/triggering a approval flow when you click the "Submit" button within your app, please check my response within the following thread:

https://powerusers.microsoft.com/t5/General-Discussion/Publishing-form-on-SharePoint-list-with-appro...

More details about setting a parameter value within the URL link to your app, please check my response within the following thread:

https://powerusers.microsoft.com/t5/General-Discussion/Email-Notifications/m-p/183482#M60412

More details about displaying the record within the Edit form based on the parameter value in the URL link, please check the following thread:

https://powerusers.microsoft.com/t5/General-Discussion/how-to-Link-directly-to-the-item-on-the-Detai...

On your side, within your flow, you should include the following URL link within the reject email body:

 

https://web.powerapps.com/apps/76897698-xxxx-b2de-xxxx-xxxx74f114f2?ItemID=5   /* <-Please replace 5 with parameter value passed from your app to your flow */

Within your app, set the OnStart property of the first screen of your app to following:

 

 

Set(CurrentItemID, Param("ItemID"));
If(
!IsBlank(CurrentItemID),
Navigate(EditScreen, ScreenTransition.Cover) /* <- EditScreen represents the Edit Screen in your app*/
)

Set the Item property of the Edit form (within the Edit screen) to following:

If(
!IsBlank(CurrentItemID),
LookUp('YourSPList', ID = CurrentItemID)
)

 

Best regards,

Kris

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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