Solved: How to Activate/De-active a record in Sharepoint

russelln1 · ‎07-26-2022

Hi

I have a SharePoint list that has Employee Code (number), Employee First Name (text) and Employee Last Name (text) listed.

The Employee Code is use to sign into a form in Power apps and their name automatically populates the First and Last Name fields. and again I use it as a form of Signed Confirmation - they enter their Code to automatically populate the first and last name fields to confirm the form.

What I would like is for all the Employees to be active, but should someone leave the business be able to make them de-active so they won't show up in any aspect of the Power App (i.e. If I entered their code no names would appear as if it didn't exist) but their code and names will still be there for archiving purposes in case we need to refer back to their particular record.

Hope this makes sense?

Drrickryp · ‎07-26-2022

Assuming your EmployeeCode textinput box is named TextInput1, in the Update button,

If(
    !IsBlank(
              Lookup(
                   spList, EmployeeCode=TextInput1.Text && Active = "Yes"
               )
    ), SubmitForm(yourformname),
       Notify("Employee Unknown", Error)
)

View solution in original post

Drrickryp · ‎07-26-2022

@russelln1

Add a status column to your SharePoint list.

russelln1 · ‎07-26-2022

@Drrickryp

Cool thank you - I've added in the 'Status' or 'Active' as I've called it in to the EmplCode table - I can add and remove.

How do I now make it where if it is inactive it won't be accepted in to the form.

i.e. 8888 (Active) returns the name of the employee in the form so they can continue complete the form -

8888 (Not Active) does not return the employee name in the form they cannot continue the form and brings an error message up to say that?

Would I need to use MATCH, IF or SWITCH?

Drrickryp · ‎07-26-2022

@russelln1

Are you using an App or a SharePoint Integrated form?

Drrickryp · ‎07-26-2022

@russelln1

Are you using an App or a SharePoint Integrated form?

russelln1 · ‎07-26-2022

PowerApps is the Form and Sharepoint is the Data source

Drrickryp · ‎07-26-2022

@russelln1

That doesn't answer the question.

russelln1 · ‎07-26-2022

Ok??

App

Drrickryp · ‎07-26-2022

@russelln1

On the gallery screen, you would Filter your items according to the "Active" column.

In the form you would have a card for the "Active" column and when an employee becomes inactive, you would change it from active to inactive.

russelln1 · ‎07-26-2022

@Drrickryp I have that. Perhaps I am not clear or I am misunderstanding what you are saying, so apologies.
Here they enter their clock number - this will bring up their name in the PowerApps Form.

I have another form where a new employee can be added in to the list of current employees and from here can be turned active to inactive and vice versa

When the toggle slides over to Inactive I want it so the number does not come up in the first image should it be entered in (Above) and for a message saying something like 'Employee Unknown'

New to PowerApps and trying to absorb as much as I can.