cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
MH5
Helper I
Helper I

Loading form if User().email has a record in SharePoint list

What I'm trying to achieve is similar to Solved: check if item exists if not create new using butto... - Power Platform Community (microsoft.... except I want this functionality upon loading the app, so without interaction of a button.

 

 

I have a SharePoint list that contains a large number of columns, I want to present the users of this list with a better experience so they can complete the form in multiple pages. The records contain a field that has the user's email address.

 

I'm trying to build an customized SharePoint form that has the following behavior:

If the user already has a record in the SharePoint list, then upon the form loading, load the existing record on the screen.

If the user does not already have a record in the SharePoint list, then upon the form loading, present the user with a new form.

The customized form should have 1 screen with 4 buttons which load different sections of the form.

MH5_0-1706828096673.png

Only the Profile section contains required fields, each section has a button to save the form that is loaded.

There are 4 forms, all connected to the same SharePoint list, upon saving the form, the next section is loaded with the next part of the form to be filled out. You can access any section at any stage if a record exists by using the navigation buttons on the left.

 

The OnVisible property of the screen currently has the below formulas:

 

Set(varSelectedRecord, Filter('Skills-Matrix', 'Email Address' = User().Email));

Set(varSelectedItem, First(varSelectedRecord));

Set(GallCount,CountRows(Filter('Skills-Matrix','Email Address'=User().Email)));

 

The first two formulas work fine in that I can use varSelectedItem as the value in the item property of the form that exists when "profile" is active, if a record already exists for the user, this record will be displayed in the form.

The formula for the GallCount variable presents me with a delegation warning for using CountRows.

 

I'm using GallCount to identify if the user already has an existing record. What I can't get to work is for the form to load as a blank form when GallCount = 0. What I've done so far to get around that is to create a second screen with a button that has 

 

If(GallCount=0,Navigate(Screen2),Navigate(Screen1);

 

Screen1 has the 4 button layout as included in the image above, and as previously mentioned will load up the existing record.

Screen2 has a new form that shows the relevant fields to complete the profile section of the form.

The behavior I want from the form on Screen2 is upon submission, to navigate to the Soft Skills section on Screen1 with the new record in the SharePoint list being the selected form item (which was created upon submission). However nothing is loading on the form in this section, it shows a blank form in edit mode instead.

 

The form in Screen2 has the below formulas for the OnSuccess property:

 

Set(varSelectedRecord, Filter('Skills-Matrix', 'Email Address' = User().Email));

Set(varSelectedItem, First(varSelectedRecord));

Set(GallCount,CountRows(Filter('Skills-Matrix','Email Address'=User().Email)));

Set(FormSection, 2);

Navigate(Screen1);  

 

What I'm looking for help with is:

  • How can I get the Custom SharePoint form to present the user with a form appropriate for their use scenario (existing record if record exists, new form if record does not exist) without using the new screen with a button? The objective is to get a form design with just a single screen where the user does not need to interact with anything except the form, the navigation buttons and the save buttons.
  • How can I avoid the delegation warning on the GallCount formula (the SharePoint list will exceed 2000 items), is there another way to identify if the user already has a pre-existing record in the SharePoint list?
  • How can I get the next sections to properly load the next form section when a new record has been created on Screen2? (it works fine when a record already existed on app launch)
  • Just as general feedback, it feels like what I'm trying to achieve should be simple, is there a more straightforward approach, am I making a silly mistake somewhere?
2 ACCEPTED SOLUTIONS

Accepted Solutions
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @MH5 ,'

Before I delve into any of the structure, the problem you are going to have is that an Integrated Form does not run OnStart or screen OnVisible (which is important to you here) on anything other than the first record selected (for example the user chooses another record it does not run) unless the browser is refreshed each time. Also multi-screen forms and Variables are problematic especially when you try to set things from the Integrated OnEdit / OnNew / OnView.
These problems do not exist in Canvas apps - is there any reason you are making an Integrated app with this complexity ? As an aside, you can fix the Delegation warning like this

With(
   {
      _Data:
      Filter(
         'Skills-Matrix',
         'Email Address' = User().Email
      )
   },
   Set(
      GallCount,
      CountRows(_Data)
   )
)

 

View solution in original post

MH5
Helper I
Helper I

To update my progress, I was able to resolve my issues by getting rid of the additional screens I had added when I was attempting to resolve the first issue.

The actions I've taken are as per below:

 

I removed the screen with buttons, there's just the 1 screen in the app.

I changed the OnStart property for the App to: (using @WarrenBelz 's fix for the delegation warning)

 

Set(varSelectedRecord,Filter('Skills-Matrix','Email Address'=User().Email));
Set(varSelectedItem,First(varSelectedRecord));
With({_Data:Filter('Skills-Matrix','Email Address'=User().Email)},Set(GallCount,CountRows(_Data)))
 
On the screen I changed the OnVisible to 
 
If(GallCount=0,NewForm(SharePointForm1));
Set(FormSection,1);
 
On the form itself, i changed the DefaultMode property to:

If(GallCount=1,FormMode.Edit,FormMode.New);
 
The buttons all have an appropriate OnSelect property where the Section var updates from 1 - 4
Set(FormSection,1)
The form inputs all have Visible properties that match the appropriate sections, for example FormSection =2
 
 
 

View solution in original post

4 REPLIES 4
WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @MH5 ,'

Before I delve into any of the structure, the problem you are going to have is that an Integrated Form does not run OnStart or screen OnVisible (which is important to you here) on anything other than the first record selected (for example the user chooses another record it does not run) unless the browser is refreshed each time. Also multi-screen forms and Variables are problematic especially when you try to set things from the Integrated OnEdit / OnNew / OnView.
These problems do not exist in Canvas apps - is there any reason you are making an Integrated app with this complexity ? As an aside, you can fix the Delegation warning like this

With(
   {
      _Data:
      Filter(
         'Skills-Matrix',
         'Email Address' = User().Email
      )
   },
   Set(
      GallCount,
      CountRows(_Data)
   )
)

 

Thanks @WarrenBelz ,

 

I've used your provided formula and there's no more delegation warning.

 

The reason I'm using the integrated form, and I might be misinformed here, is to avoid the PowerApps licensing costs per user. I usually make PowerApps within teams for the same reason.

I'm not using PowerApps for teams in this case as the request was to have it accessible through a SharePoint Community Page.

 

The intention is not to have multiple screens and not to provide users access to any records than their own. That's what I'm trying to achieve with these OnVisible formulas anyway. The idea is that a user loads the form (through direct link in webpart) if they never submitted a record before, they can create one. If they have created a record before, it would allow them to update this record with any required changes.

 

The 4 buttons for navigation do not navigate to other screens but rather make certain inputs in the form visible or not.

WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @MH5 ,

I had a fairly good guess at your motivation and you are fortunate that the restrictions have been eased since these forms where introduced (initially unlicenced users could not even open them), however these forms were never designed to be full-blown apps, rather a replacement for the standard SharePoint new/edit/view and InfoPath forms.

As I mentioned, when the app is initially opened, then another record selected, the logic is that you have only changed the selected record, therefore the app does not re-open - it stays open (for performance reasons) and does not run OnStart or screen OnVisible. I noted some other things on my previous post that you will have difficulty with, particularly Variables and Collections that do not reset when you change records for the reasons I mentioned - the first one is going to cause you some issues here.

You may get some of this to work - the code you posted seems logical.

 

MH5
Helper I
Helper I

To update my progress, I was able to resolve my issues by getting rid of the additional screens I had added when I was attempting to resolve the first issue.

The actions I've taken are as per below:

 

I removed the screen with buttons, there's just the 1 screen in the app.

I changed the OnStart property for the App to: (using @WarrenBelz 's fix for the delegation warning)

 

Set(varSelectedRecord,Filter('Skills-Matrix','Email Address'=User().Email));
Set(varSelectedItem,First(varSelectedRecord));
With({_Data:Filter('Skills-Matrix','Email Address'=User().Email)},Set(GallCount,CountRows(_Data)))
 
On the screen I changed the OnVisible to 
 
If(GallCount=0,NewForm(SharePointForm1));
Set(FormSection,1);
 
On the form itself, i changed the DefaultMode property to:

If(GallCount=1,FormMode.Edit,FormMode.New);
 
The buttons all have an appropriate OnSelect property where the Section var updates from 1 - 4
Set(FormSection,1)
The form inputs all have Visible properties that match the appropriate sections, for example FormSection =2
 
 
 

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 (3,039)