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c-e-g
Helper I
Helper I

Create New User on mulitple Sharepoint lists

Hello,

I'm hoping someone can help me!

 

I'm creating a tracker app but it appears the number of fields I need is too large for a single SharePoint list.  I'm currently working off an excel spreadsheet, but know that that is limited to one person updating - and I would rather have the ability for multiple people to update and use the app at one time.

 

I'm thinking of seperating my lists into their sections (one per stage of tracking) but I'm not sure how to update all the lists when a new person is added (which happens about four times a year). (Or how to delete that one person from the lists when they no longer require tracking).

 

Essentially, I need to know how to add "person a" to sharepoint list 1, 2  and 3 all at one time (one button click) - so that in the future, when updating sharepoint list 3, their blank row is already in the list, ready for the information.

 

I hope this makes sense, I look forward to your replies.

7 REPLIES 7
AmDev
Super User
Super User

Hi @c-e-g 

 

I find the best way to manage access to both app and associated datasources is by using security enabled M365 groups and then just add that group as a user to your app and as a member to each of your SharePoint Lists.

 

That way, you only need to add/remove people once to/from the M365 group. The slight catch is that M365 groups are not security enabled by default - this needs to be enabled using PowerShell to allow the group tp be added as a user of the App.

 

Guidance on this can be found here: https://docs.microsoft.com/en-us/power-apps/maker/canvas-apps/share-app#share-an-app-with-microsoft-... 

 

Just out of interest, how many columns in total do you have? - SharePoint can handle quite a few and it may be easier on the app building / schema side to avoid creating relationships etc if you can keep in one list.

 

Cheers

Gerard

BCBuizer
Multi Super User
Multi Super User

Hi @c-e-g ,

 

How are people currently added? If it is done in PowerApps, you'll just have to triple that. If it is done manually, perhaps Power Automate is a better solution to synchronize across the three lists.



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Hi Gerard,

 

Thank you for your quick reply.  I'm not sure what you mean by your answer - I'm not trying to give people access to use the tracker, I'm trying to add new entries (i.e. "people to track") to multiple sharepoint lists, so all the information on the sharepoint lists are associated to the one record "tracked person".

c-e-g
Helper I
Helper I

I'm currently using excel spreadsheet for my data, but because I want multiple people to use the app, I need to move the data source to Sharepoint lists (I dont have the right permissions to use Dataverse or SQL etc) - but as there are so many tracked fields , I cant get them all onto one SharePoint list - hence the seperate lists.

Mike2500
Super User
Super User

Pick one list to be List 1, the primary list. Others will be "child" lists that reference this primary list. What this means in SharePoint terms is that lists 2-4 will have a lookup field that references list 1. If you even need to update an entry that spans all 4 lists, find it list 1, which gives you the ID# of the item in list 1, and then query the lookup column in lists 2-4 for items based on that ID. 

 

When creating a row, you can use something like:

 

Set(NewRow,
    Patch('mylist',Defaults('mylist'),{Title: 'abc'})
)

Then, you can use NewRow.ID to get the ID of the newly created row. You can then have other patch statements after this one that use this ID value to set the lookup field value in the other lists. 

Hi Mike,

Thank you for your reply.

Sorry, Im only new to this, so I'm not sure where I would put this code.    I cannot work out how list 2 would lookup list 1 when there isn't anything referenced between the two to lookup (thinking along the lines of how excels vlookup works).

 

I was hoping to only have to enter the new ID once into the multiple lists - so no need to update (except on rare occasions).  I think I need to be able to add the new ID and their level (so 2 fields) to all my datasources, so that the app can reference the correct entry (person needs to be tracked multiple time depending on their level).

c-e-g
Helper I
Helper I

This is what I think I need, but if anyone has a better solution, I would greatly appreciate any help!

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