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CEldridge
Frequent Visitor

Request for Help in Setting Up an Application Form

I apologise in advance for my lack of knowledge, I'm just starting out with PowerApps. I'm trying to create an application form which is launched from a selection made from a gallery where the gallery contains items from one list and the application goes into another list. So the idea is that SharePointList1 (called 'Legal Rotations Jobs') contains job postings. BrowseScreen1 contains BrowseGallery1 which shows all list items from SharePointList1. You can then select an item which navigates you to DisplayScreen1 where the item is displayed in DisplayForm1. From there, you can either a) click a button to add a new posting (navigates to EditScreen1 which contains EditForm1 whose DefaultMode is New and on save submits the form to SharePointList1) or b) apply for that job. This (b) is where I need help (please). I'm trying to avoid having a separate form where you choose the job ID but I might have to resort back to that. I'm trying and failing with the Apply button navigating you to applicationScreen1 which contains Form1 whose datasource is the second SharePoint List, SharePointList2 ('Legal Rotations Applications') where I will collect all applications for jobs and try and use flow to notify the hiring manager of the application being submitted and set reminders etc. I would like the steps to be that you browse, select, apply and then the item ID that you were on in DisplayForm1 is set into Form1 where I've linked the two SharePoint lists by the original ID from SharePointList1 as a lookup and pulled with it the Title and posting date from SharePointList1. Then when the user completes a few fields, the data pulled through for that item from SharePoint1 will patch into SharePointList2. Can I do this last bit? Nope. I've looked into Patch updates and all sorts and nothing seems to work. I'm grateful for any advice (except give up).

4 REPLIES 4
kylzbaba
Resolver I
Resolver I

Item property of the form should be gallery.selected.id.

Best practice is to set a variable on select of the gallery like

Set(varSelect, Gallery.selected). Or add a lable across the entire gallery template area (the box inside the gallery) and set the onselect to Set(varSelect, thisItem).

Then the item property of the form becomes varSelect.

Using a variable is Best practice because if for any reason the apps reloads you don't lose your reference data.

 

 

As for using one form as both edit and New. Use a variable that changes from New to Edit depending on the actions the user wants to perform. So if the user selects an edit button on the onselect property of the button set the variable to Set(varFormMode, Edit) and if they click on the create button it will Set(varFormMode, New). Then on the form, set its display property to varFormMode. 

 

As for patching the data from one list to another, on the onsuccess property of the form (triggers when the form is successfully saved), you cab write a patch statement to take the values just submitted and patch them to a new list. 

 

Something like this

 

Patch(newlist, Defaults(newlist), form.lastsubmit) if the columns on both list don't match you have to map each column to its corresponding value from the form.

CEldridge
Frequent Visitor

Thank you for your help. I understand the part about setting variables and will switch to that approach but I didn't explain the steps properly which might make a difference so I'm sorry about that. I'm not trying to have one form for both edit and new, there are two different buttons which open two separate forms. The first for creating a new posting is on BrowseScreen1 and that all works fine. The second, is after you have selected an item from BrowseGallery1, and you're in DetailScreen1 which contains the display form DetailForm1, there is a button at the top marked "Apply" which then opens the application form for that selected item. The application form data should end up in the second SharePoint list (Legal Rotations Applications') but should pull through the ID number from the selected item whose data source is the first SharePoint list ('Legal Rotations Jobs') and with it, since it's a lookup, some of the other columns' data such as the title, posting date etc. I know I have to do something else to get the contact field to patch through because that is in itself a lookup but first I'd like to get the ID pulling through so that the second list knows which job is relevant to that application. I'll work through your answer in the meantime, thank you again.

kylzbaba
Resolver I
Resolver I

Okay I think I understand.
When you select an item from gallery1 of the first data source and you move from browsescreen1 to the actual edit form after clicking apply. you want the form to save to data source 2 the details of data source 1  gotten from the selected item on the gallery. 

If this is it, let the data source of the apply form be data source 2 , then map each field to the individual corresponding field from gallery.selected that's why variables are very nice.

on the default property of JOB ID on the form it will be varSelect.ID pulling the ID from datasource1. Same thing will apply to the rest. Then when you submit form 2 it will take the items from data source 1.

CEldridge
Frequent Visitor

Thank you so much, it's all fixed. In case anyone needs the full instructions, here is what worked for me thanks to the advice above (I can't promise it is all the best practice way of doing it but I hadn't found anything else that worked despite hours of searching):

  1. Create two SharePoint Lists, one for the job postings and one for the job applications. Make sure that any fields which will be common to both are called exactly the same thing. I needed the standard ID field (normally not selected by default to be visible in the list) to carry over so I renamed it in the job list to Job ID so that I could add a Job ID field in the second without falling foul of that second list's own ID field.
  2. Create the PowerApp from the job postings list so that there is a browse gallery, an edit form and a display form.
  3. Create an additional edit form for applications and add the additional datasource so that it's linked to the job applications SharePoint list instead of the job postings one.
  4. Add a button to open the edit form to add a new job posting (straight forward SubmitForm(EditForm) function. In my case, I added it to the browse screen.
  5. Add a button to open the application form. In my case, I added it to the display screen so you select an item (job) from the browse gallery and then see that item in the display form. Then you can apply for that job.
  6. I also added success screens for both posting a job and applying for one with straight forward navigation functions, making sure to put the ResetForm(ApplicationForm) and Navigate(BrowseScreen) functions in the On Success function of the relevant form so that only the SubmitForm(ApplicationForm) function is associated with the On Select function of that form's save button.
  7. The Coding Bit (which is the bit I couldn't do before):
  8. In the select icon of the browse gallery, I set the OnSelect property to: Select(Parent);Set(varSelect, BrowseGallery1.Selected)
  9. In the display form for the selected item, make sure all fields are named correctly in both. If any don't work in the next step, remove and re-add and make sure if it's a rich text format in the SharePoint list, you choose the right field type in the form in PowerApps so you don't get the bits of HTML code instead of just the text.
  10. The display form's data source should be the jobs SharePoint list, not the applications one.
  11. In the OnSelect property of the "Apply"button, I put ResetForm(Form1);NewForm(Form1);Navigate(applicationScreen1);Set(varApply, BrowseGallery1.Selected) which I'm not sure is the correct or best way of doing this but it worked. Form1 is the application form that opens when you click the Apply button.
  12. In Form1, the application form, the data source is set to the second SharePoint list, the applications one.
  13. I added each field from the Applications list which I'd made sure had the same names as the fields in the Jobs list and set each one's Default property to varSelect.[fieldName], e.g. varSelect.Title, varSelect.ApplicationClosingDate etc. This pulls through the values from the selected item from the display form by using that variable.
  14. Then I made those fields disabled by changing the DisplayMode property of each to Disabled, apart from one new field for comments and an attachments one to upload CVs etc.
  15. I also set the DefaultSelectedItems property of the Applicant to: 
    DisplayName:User().FullName,
    Claims:"i:0#.f|membership|" & Lower(User().Email),
    Email: User().Email,
    Picture:""
    }
  16. This auto-populates the application form with the name of the person filling out the form.
  17. I set the application date to Today() so that it autopopulates with today's date.
  18. The Submit button is a standard SubmitForm(Form1) and Navigate(SuccessScreen).
  19. The key bit is setting the application form's OnSuccess property to Patch('Legal Rotations Applications', Defaults('Legal Rotations Applications'), Form1.LastSubmit) so that it sends all of the data from the application form, whose defaults were set to the variable which pulled everything from that item initially selected from the browse gallery, into the second SharePoint list for applications.

I think that's everything. Now I just need to create a nice flow to send an email to the hiring manager to tell them someone has applied for the job. If any of the above makes an expert twitch, please feel free to silently berate my incompetence and correct as needed!

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