cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Tapesh
Post Prodigy
Post Prodigy

ID not generated properly : Too much duplication & how can you grant permission to selected users only

Hi all,

 

I started to work on application, the thing i started to note now is, 

my power apps application is not generating new Id for every entry or form being updated, where as it is creating alot of duplications. I want the ID to be Unique and only One for each Item being updated 

 

Please see the Screen shot. If you can suggest will be helpful. Thanks 

 

Also I want to know that how can i only allow user to see the list and not edit or do something else, but he should be able to .

update and edit the items from power apps not sharepoint. Is this possible ?

 

Display.png

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Tapesh ,

Yes, that maybe the reason.

If multiple people are editing the list at the same time, it will lead to data duplicated.

 

 

Best regards,

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

View solution in original post

8 REPLIES 8
eka24
Community Champion
Community Champion

I gave a similar solution on this platform. The idea is to check if the Number does not exist before it allows you to Submit the form or Patch the record. Knowing your Submit Formula would help but even before that follow this structure :
If(CountRows(Filter(TableName, Value(ID)=Value(DataCardValue.Text))) > 0,Notify("Number Exist",Notification.Error),SubmitForm(Form1)))
Thus, if exist give warning, else allow submission.

If you like this reply, please give kudos. And if this solves your problem, please accept this reply as the solution

v-yutliu-msft
Community Support
Community Support

Hi @Tapesh ,

Q1:

Do you mean that many duplicated ID value is updated by using powerapps?
Could you tell me which field represents  ID your list? Customer ID?

In sharepoint, there's already an unique field that will never be updated with duplicated value, which is called ID.

It will not display by default. You need to choose it to display.

3603.PNG

3604.PNG

 

What's more, if you want to make one field with unique value, you could set it:

3605.PNG

 

Q2:

Do you want to make user can only edit/create data from powerapps and only view data in sharepoint list?
Yes, this is possible.

Firstly, you can not set user's permission about the list because the site permission will work not only in sharepoint but also in powerapps.

For example, if you set one user's permission to be unable to edit, then he will be unable to edit records both in sharepoint and powerapps.

So I suggest you consider how user edit data in sharepoint.

Two places:

1)quick edit

2)sharepoint form

To disable the first one, you could set it in list settings->Advanced settings.

3606.PNG

 

3607.PNG

 

3608.PNG

 To disable the second one, I suggest you create a sharepoint custom form.

3609.PNG

 

Then set SharePointIntegration's OnNew:

ViewForm(SharePointForm1)

OnEdit: 

ViewForm(SharePointForm1)

OnEdit: 

ViewForm(SharePointForm1)

delete the formulas in OnSave and OnCancel.

3600.PNG

 

Then save and publish this form.

 

You will be unable to edit/save data in sharepoint list.

 

 

Best regards,

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

Thanks @v-yutliu-msft 

 

 The Sp List settings solutions looks good and accepeted as well, but the first is still not clear, i know that as you said Sharepoint has its unique ID filed, but that is not reset to 1 if the records are empty or null, this always keeps on Increasing even if recordsa re created, deleted or updated, which is why im using the cutsomerID column which is custom generated column. 

 

now the thing and issue here is, when the user logs in with different account, the customerID is generated as 1 if he is first time user, where as in the List there are already 4 records, which in result then should be 5, then 6 and so on, where as it is not. 

 

the cutomerID column in my power apps, generates the new ID for every new user/customer. 

 

Say im one User if i submit form that will be 1, then 2, and 3 and 4 and so on,

 

now say you are second user, 

even then the app generates the new ID which will be 1, and when you submit next time will be 2, and 3 and 4 and so on, 

 

 

where as the result here should be, 

1, 2, 3 , 4 , 5 ,6 no matter what, or how many users comes and go, 

 

also if they suppose updates 1 then id should be not changed, it should remain 1 the data can be changed. 

 

 

hope you got the thing now. 

 

have any solutions to this? 

 

Hi @Tapesh ,

Yes, the sharepoint system ID field indeed has the disadvantages that you said.

Could you show me

1)the date type of the customer ID field?

2)your settings of the custom generated column?

3)the updated formula of the custom generated column?

Maybe you just need to make a little change on your original settings.

What's more, have you set the field like I said to "enforce unique value"?
This could make this field value unique.

392.PNG

 If it is a calculated field or a generated automatically field, I'm afraid it's not supported to control it in powerapps. This kind of field is read-only in powerapps.

You could only change its settings in sharepoint.

If it is a field that could could be updated in powerapps, you could use this kind of formula to get the Id value that you should update with:

If(IsEmpty(LookUp(list,Employee.Email=User().Email)),
   Last(list).customerID+1,
   LookUp(list,Employee.Email=User().Email,customerID)+1
  )

 

 

 

Best regards,

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

hi @v-yutliu-msft 

 

Please see the details below: 

filed data type is: Text

Formula on CustomerId  Id: 

 

if(Edit_Emp_Form.Mode = New, First(
   Sort(
      'Petty Cash',
      CustomerID,
      Descending
   )
)
.CustomerID+ 1, ApplicationRecordsGallery.Selected.CustomerID)

 

Settings are default are i@m using the power apps customize mode. 

Hi @Tapesh ,

Is 'Petty Cash' the sharepoint list name?

Please set the customer ID field textinput's Default:

If(Edit_Emp_Form.Mode = New, First(
   Sort(
      'Petty Cash',
      CustomerID,
      Descending
   )
)
.CustomerID+ 1, ApplicationRecordsGallery.Selected.CustomerID)

 I've made a similar test.

In my test, 'Petty Cash' is the list name, not the view name. If you set the textinput's default to this formula, the generated customerid will not be duplicated.

 

 

Best regards,

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

Yes i have the same formula on my default, still having that issue i dont know why? is it something that, while im giving access to the people of my sharepoint list, they also become the member, which is why i guess this may be result. 

 

 

Any idea? 

 

@v-yutliu-msft 

Hi @Tapesh ,

Yes, that maybe the reason.

If multiple people are editing the list at the same time, it will lead to data duplicated.

 

 

Best regards,

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

Helpful resources

Announcements

Take a short Community User Survey | Help us make your experience better!

To ensure that we are providing the best possible experience for Community members, we want to hear from you!    We value your feedback! As part of our commitment to enhancing your experience, we invite you to participate in a brief 15-question survey. Your insights will help us improve our services and better serve the community.   👉 Community User Survey    Thank you for being an essential part of our community!    Power Platform Engagement Team  

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.       This Week: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!

Calling all User Group Leaders and Super Users! Mark Your Calendars for the next Community Ambassador Call on May 9th!

This month's Community Ambassador call is on May 9th at 9a & 3p PDT. Please keep an eye out in your private messages and Teams channels for your invitation. There are lots of exciting updates coming to the Community, and we have some exclusive opportunities to share with you! As always, we'll also review regular updates for User Groups, Super Users, and share general information about what's going on in the Community.     Be sure to register & we hope to see all of you there!

April 2024 Community Newsletter

We're pleased to share the April Community Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members.   If you're new to the Community, please make sure to follow the latest News & Announcements and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS   Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzDeenujialexander2523ragavanrajanLaurensMManishSolankiMattJimisonLucas001AmikcapuanodanilostephenrobertOliverRodriguestimlAndrewJManikandanSFubarmmbr1606VishnuReddy1997theMacResolutionsVishalJhaveriVictorIvanidzejsrandhawahagrua33ikExpiscornovusFGuerrero1PowerAddictgulshankhuranaANBExpiscornovusprathyooSpongYeNived_Nambiardeeksha15795apangelesGochixgrantjenkinsvasu24Mfon   LATEST NEWS Business Applications Launch Event - On Demand In case you missed the Business Applications Launch Event, you can now catch up on all the announcements and watch the entire event on-demand inside Charles Lamanna's latest cloud blog.   This is your one stop shop for all the latest Copilot features across Power Platform and #Dynamics365, including first-hand looks at how companies such as Lenovo, Sonepar, Ford Motor Company, Omnicom and more are using these new capabilities in transformative ways. Click the image below to watch today!     Power Platform Community Conference 2024 is here! It's time to look forward to the next installment of the Power Platform Community Conference, which takes place this year on 18-20th September 2024 at the MGM Grand in Las Vegas!   Come and be inspired by Microsoft senior thought leaders and the engineers behind the #PowerPlatform, with Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab and Leon Welicki already confirmed to speak. You'll also be able to learn from industry experts and Microsoft MVPs who are dedicated to bridging the gap between humanity and technology. These include the likes of Lisa Crosbie, Victor Dantas, Kristine Kolodziejski, David Yack, Daniel Christian, Miguel Félix, and Mats Necker, with many more to be announced over the coming weeks.   Click here to watch our brand-new sizzle reel for #PPCC24 or click the image below to find out more about registration. See you in Vegas!     Power Up Program Announces New Video-Based Learning Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram. These include a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the image below to find out more!     UPCOMING EVENTS Microsoft Build - Seattle and Online - 21-23rd May 2024 Taking place on 21-23rd May 2024 both online and in Seattle, this is the perfect event to learn more about low code development, creating copilots, cloud platforms, and so much more to help you unleash the power of AI.   There's a serious wealth of talent speaking across the three days, including the likes of Satya Nadella, Amanda K. Silver, Scott Guthrie, Sarah Bird, Charles Lamanna, Miti J., Kevin Scott, Asha Sharma, Rajesh Jha, Arun Ulag, Clay Wesener, and many more.   And don't worry if you can't make it to Seattle, the event will be online and totally free to join. Click the image below to register for #MSBuild today!     European Collab Summit - Germany - 14-16th May 2024 The clock is counting down to the amazing European Collaboration Summit, which takes place in Germany May 14-16, 2024. #CollabSummit2024 is designed to provide cutting-edge insights and best practices into Power Platform, Microsoft 365, Teams, Viva, and so much more. There's a whole host of experts speakers across the three-day event, including the likes of Vesa Juvonen, Laurie Pottmeyer, Dan Holme, Mark Kashman, Dona Sarkar, Gavin Barron, Emily Mancini, Martina Grom, Ahmad Najjar, Liz Sundet, Nikki Chapple, Sara Fennah, Seb Matthews, Tobias Martin, Zoe Wilson, Fabian Williams, and many more.   Click the image below to find out more about #ECS2024 and register today!   Microsoft 365 & Power Platform Conference - Seattle - 3-7th June If you're looking to turbo boost your Power Platform skills this year, why not take a look at everything TechCon365 has to offer at the Seattle Convention Center on June 3-7, 2024.   This amazing 3-day conference (with 2 optional days of workshops) offers over 130 sessions across multiple tracks, alongside 25 workshops presented by Power Platform, Microsoft 365, Microsoft Teams, Viva, Azure, Copilot and AI experts. There's a great array of speakers, including the likes of Nirav Shah, Naomi Moneypenny, Jason Himmelstein, Heather Cook, Karuana Gatimu, Mark Kashman, Michelle Gilbert, Taiki Y., Kristi K., Nate Chamberlain, Julie Koesmarno, Daniel Glenn, Sarah Haase, Marc Windle, Amit Vasu, Joanne C Klein, Agnes Molnar, and many more.   Click the image below for more #Techcon365 intel and register today!   For more events, click the image below to visit the Microsoft Community Days website.    

Tuesday Tip | Update Your Community Profile Today!

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   We're excited to announce that updating your community profile has never been easier! Keeping your profile up to date is essential for staying connected and engaged with the community.   Check out the following Support Articles with these topics: Accessing Your Community ProfileRetrieving Your Profile URLUpdating Your Community Profile Time ZoneChanging Your Community Profile Picture (Avatar)Setting Your Date Display Preferences Click on your community link for more information: Power Apps, Power Automate, Power Pages, Copilot Studio   Thank you for being an active part of our community. Your contributions make a difference! Best Regards, The Community Management Team

Top Solution Authors
Top Kudoed Authors
Users online (2,691)