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Newbie help on forms with SQL server and the Item property

Hi, sorry in advance for the newbie question. I'm trying to design an app to collect data for certain locations. See the screenshot at bottom for a basic outline of the app so far. The tables I have include a Locations table with the list of locations (and other data), and a Locations_Data table which tracks certain values over time for a given location.


Location ID

  • Location ID
  • Location Name


Location Data

  • Location ID
  • Data "as of" date
  • several columns of data we're trying to track.

The location data tracks data changes for a given location over time - so for example Location A will have a record for 6/1/2022,  6/2/2022, etc.


The app includes a gallery on the left with a list of locations, and a form on the right where I want the users to be able to edit data. The user should ONLY be able to enter data for the current day - they can't edit any other record except todays.


The issue I'm hitting is that I don't know on the form how to restrict the record being edited to the location that is selected in the gallery + limiting the date to only today. The gallery doesn't include "date" info, just the location info. And that means not only can I not "edit" the proper record - but the values don't display properly either. See screenshot at bottom, the OBX location includes data for "today" for that location - but the form doesn't show anything, presumably because there are multiple OBX records and it isn't picking the one associated with today.


I know I need to properly set the Item property of the form, but no clue how to do this. I tried Filter(datasource, location=galLocs.selected.locationId, data_date = varToday) (where varToday = a global variable I had set exactly for this purpose) but that isn't working at all. I also saw some hints to use the LookUp function but not having luck with that either.


Can anyone point me in the right direction?




Sample screenshot.jpg

Super User
Super User


I would use a dropdown control with the Items property with Sort(Locations, Location, Ascending).  Then have a gallery with the Items property: Filter(Locations_Data, LocationID=Dropdown1.Selected.ID).  The gallery will show all the LocationData for the selected location.  Then, In your form, set the Data Source: Locations_Data and the Item property LookUp(Locations_Data, LocationID=Gallery1.Selected.LocationID.

The formulas above assume: 

  1. The Parent table is called Locations
  2. The Child table is called Location_Data
  3. The dropdown is named Dropdown1
  4. The gallery is named Gallery1
  5. The Primary Key in the Parent table and the Foreign key in the Child table is LocationID

!2.jpgIn the screenshot, an analogous situation is shown.  The Order number is shown in the dropdown, the Order Details are shown in the gallery and the form edits the selected Item in the Order Details gallery.

Hi @Drrickryp , I appreciate the feedback! I do have a few questions.


First - does adding a FK relationship help? I defined primary keys on each of the tables (because the form wouldn't allow me to update otherwise)...but I didn't define foreign keys. If you think that would help I'll definitely try.


Also, re: using a dropdown then a gallery to essentially have the user "select the exact record you're editing" - I'm not a fan of making a user do that...especially since I left out a level of info that would have them clicking 22 times.


Long and short, I'm trying to replace the following excel worksheet for data entry. We have 20+ excel files, one per location. Every day the users go in to their excel file and update the data. The columns on the right (in tan color) are at the "location data" level. But you'll also see that there are 26 individual items that have an inventory amount which they also need to enter: 

excel photo.jpg


I thought it would be really, really easy to replace the .xls mess with a Power App, but I wanted to add in these features:

1. I should be able to add / remove locations by simply adding new rows in a locations table

2. I should be able to add / remove items by simply adding new rows in an items table


aka make this a bit more generic for future use with other projects. But for example when we get to the individual item level inventories (grain of that table is location / date / item)....I don't want to force the end user to click on items one by one in a gallery in order to edit them in a form. I just want to show 22 input boxes that they can fill in and hit submit.


Here's what I had in mind. I really just want the user to be able to click on the location they are working on, and then quickly input both the "location level data" and the "item level data". And have it automatically save with the date = today's date (the underlying tables will be used for reporting inventory levels across time).

Better screenshot.jpg


Not sure the best way to accomplish this - I thought I'd spend a couple of hours doing basic Power Apps tutorials, and then would be able to knock this out in an hour or two. But these "limitations" of having to have a user select an exact record to edit is really making this tough / impossible.


I'm starting to look at collections, maybe (???) they will help more...not sure I don't know enough yet. Any ideas? 

Apologies in advance, I'm a bit frustrated because I thought this would be drop dead easy...and it's been anything but.


Thank you!


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