Track a specific column changes

[PowerApps11]

Hello everyone,

I've been dealing with a problem for the past few weeks and I unfortunately can't seem to find a solution I hope you can help me.

I have to track changes on a specific column in SharePoint for example, I have task list  and have to track the task Due if it changes to different date so I wanted to know when it change the difference between original Task Due and New Date, and who changed, how many times it changed.

Any help will be appreciated. 

[v-bofeng-msft]

Hi @PowerApps11 ,

If you wish to track changes for a particular record, I would suggest creating a log list and then setting up a flow. This flow could save information to this list whenever a record is created or modified. This way, you'll be able to trace the history of changes effectively.

Best Regards,

Bof

[Kirkby]

Hi @PowerApps11 

Depending on how you want to manage the history, the methods may differ:

1)If you only want to manage the current task due and the immediately preceding task due,  following additional fields in the existing Task list would be enough:

-Previous due : saved when the first change occurs 

-Due modified by 
-How many changes : +1 when there is a change

Then, update this information every time the task due changes in the app.

2)More traditional way: If detailed history for all changes is required, creating a separate list (e.g Change history) to manage the history would be appropriate.

 

The number of changes is sum of the records associated with the ID (Task)

If this is not what you intended, please let me know

Kirkby

[PowerApps11]

Hello @v-bofeng-msft 
How can I set up that please?

[Kirkby]

(For your reference, in cases where you utilize direct Power Apps logic instead of creating automate.)

1) Create a list in SPO where all columns are single line text (*Date type for due date is also O.K if you want to manage Due as it is).

- columns : ChangeID ,TaskID(ID is preoccupied by SPO, use other name instead),

   OriginalDue, NewDue,ModifiedBy 

Assuming the name of the newly created list is "TaskChangeHistory,"

2)place the following code after a code that makes a change to a Task due  

Patch( TaskChangeHistory, Defaults( TaskChangeHistory),

        { ChangeID: GUID(), //power apps automatically create id for identifying each history record.

          TaskID:___ ,// ID of the newly modified task due or other identifier

          OriginalDue:_____, // Task due before modification

          NewDue:____,// Newly modified task due

          ModifiedBy: ID or name of the modifier. eg. use User().Email

        }

      );

[PowerApps11]

Hello @Kirkby 

Thank you for quick respond, I have a question this will be used in a Bulk update, so how can I update all those effected at one go?

[Kirkby · Accepted solution]

Hi @PowerApps11 

Updating or creating records in bulk allows you to act on many records at once

Create or update bulk records in Power Apps - Power Apps | Microsoft Learn

How to bulk update records in PowerApps | Microsoft Power Apps

My approach to implement your idea is as follows. there could be various ways by individual

1) Structure of the list(TaskChangeHistory) for demo.

2)Overall Data flow 

3)Demo screen : populates list of task. Utilize date picker control to modify a due date

 

4)OnChange of Calendar (Date picker for changing task due)

Before placing the information of the modified task in the Queue, delete any existing record with the same task ID, as the target for updating is always the last change.

5)OnSelect of update button 

- Use the queue to bulk update 

ForAll(ColChangedTaskQueue,  //Queue of dues changed by a user.  

            Patch(TaskChangeHistory, Defaults(TaskChangeHistory),  //SPO List

                    { ChangeID: GUID(), 

                     // GUID values are used as keys by database systems. e.g)123e4567-e89b-12d3-a456-426655440000

                     TaskID:TaskID ,  

                     OriginalDue:OriginalDue,

                     NewDue:NewDue,  

                     Modifier:User().Email & "/" & User().FullName  //or other way that you want

                   }

             )

 );

(Oh, correct wording of the button should be "Create change history".

Actually,the logging action should be executed in the background, not by an explicit action of the button in this demo.)

5)History records newly created in the history list.

  3 Record have been created.

(In this demo, logic to update original due in Tasks to new due is not explained)

I hope this helps.

Kirkby.

[PowerApps11]

@Kirkby 
Normally I use the date picker outside the gallery and once the check box checked then I modify the date picker outside and patch all, I avoid putting anything inside the gallery for performance reasons, correct me if am wrong? 

[Kirkby]

There is no issue with your approach. If there are no data reference problems when used outside the gallery, then there is nothing wrong. I believe it's a matter of developers' individual styles. It's better to use objects in the gallery at an appropriate level as you think. Thanks!