cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
JD2301
Helper II
Helper II

Generate Unique ID For Next Time Form Is Opened

Hi Guys,

 

Wondering if this is possible.. I have a built a timesheet app which patches the info in the app to a sharepoint list when submitted. It also sends out an email notification to an approver for them to approve or deny (Depeinding on the value of the timesheet).
I need a way that the approver can reference which requests they have approved or denied.. Is there was a way I could have a unique ID somewhere in the form that I could also add into the Email message subject? 
So the email would read something like "To: Joe.Bloggs@Gmail.com , Subject: Timesheet Submission #001, Body: Please approve or deny submission #001. 

The '#001' would be a hidden text input/label in the form somwhere, then when the next person uses the form, this changes to '#002' and so on?  I've read a few things about using a +1 but unsure if this would work in this case.

Not sure if this is possible or if there is an alternative work around but any help would be appreciated.

Thanks.
JD

1 ACCEPTED SOLUTION

Accepted Solutions

@JD2301 

Ah..the plot thickens!!

 

So, it's not just that you want to number them incrementally, you also want to do this ongoing (everyday).

The bottom-line with that is - you're going to have to store the last number used for that user somewhere in order to pick it up from the last number the next time they use the App.

 

Well, there are a couple ways to handle that.

I would suggest that you simply create another list that would have two columns - the UserEmail (as a text column) and the LastTimeSheetNumber (as a numeric column).    Let's (for this example) call the list UserTimesheets

In my last message I mentioned the variable, so we can modify that a little.

You would instead make your variable this:   

Set(sheetCounter, Coalesce(Lookup(UserTimesheets, StartsWith(UserEmail, User().Email)).LastTimeSheetNumber), 1))

This will lookup the last number used in the list and set the variable to it.  The Coalesce is there so that, if there is no record in the list, it will be 1.

 

Next, on your submit, you would put in this Formula:

Set(sheetCounter, sheetCounter+1);  //increment the sheet number
Patch(UserTimesheets, If(IsBlank(Lookup(UserTimesheets, StartsWith(UserEmail, User().Email)).ID), Defaults(UserTimesheets), Lookup(UserTimesheets, StartsWith(UserEmail, User().Email))), {LastTimeSheetNumber:sheetCounter})

This will increment your sheet counter, then patch that number back to the list for that user.

The if statement is in that formula so that if there is no record in the list for that user, it will create one, if there is, it will update it.

 

That should give you a running count of sheet numbers from that point forward.

 

I hope that is clear and helpful.

 

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

View solution in original post

6 REPLIES 6
RandyHayes
Super User
Super User

@JD2301 

Have you considered just using the ID of the item you are creating in the SharePoint list?  That would be unique.

You would not have this as a hidden text field, you would simply use the form.LastSubmit.ID after you submit the record and put that in your email.

 

I hope that provides some fuel for thought.

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi @RandyHayes 

Thanks for the reply. That sounds like it would work but how would I know what the SP ID would be before I press submit and patch there?

I have 50 different screens in the form so the user can submit up to 50 different time sheets.
At the end of each screen, I have a button that says  'Submit Time Sheet', then that patches the info to my SP list.
Then a radio button appears that says 'Add Another Time Sheet' - Yes - No.
If they tick yes, the form navigates to the next screen which is a duplicate of the first one but has 'TimeSheet2' shown at the top, isntead of 'TimeSheet1'.
I don't know how many TimeSheets the user will submit, it could be 1 it could be 50.

Would this still work?

Thanks.

@JD2301 

I'm a little confused over the purpose of the unique ID that you first stated then.

In the original post you mentioned having a Unique ID for adding to the Email.  

To be clear, there is a Unique ID for every record in your SharePoint list.  You can submit your timesheet and then use the ID that is created for the purposes of uniquely identifying a timesheet entry.  You would not need to get that prior to submitting the information to SharePoint (nor could you).  You would get that after submission and could then use it for your email ID or any other purpose that would "bring" a person back to that exact timesheet.

 

Now, your current message almost sounds like you want to number the timesheets. i.e. Timesheet 001, TimeSheet 002, etc.  This would not uniquely identify a timesheet in SharePoint.  This would only be a numbering ID.

If that is the case, then you could easily create a variable - Set(sheetCounter, 1) - and then increment that on each submit - Set(sheetCounter, sheetCounter + 1).  Then you could use that for numbering each sheet.

 

So, the question would remain - are you trying to uniquely identify timesheets in your system or are you trying to number them?

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi @RandyHayes ,

 

Thanks for that. I guess using the term 'Unique ID' was incorrect then as really what I want to do would be number the timesheets and add those numbers into my email notification, so the approvers look back to see which timsheets they have approved.

If I submitted 5 time sheets on Monday, (#001, #002, #003, #004, #005), then submitted 3 on Tuesday, would they be #006, #007, #008 using that work around?

@JD2301 

Ah..the plot thickens!!

 

So, it's not just that you want to number them incrementally, you also want to do this ongoing (everyday).

The bottom-line with that is - you're going to have to store the last number used for that user somewhere in order to pick it up from the last number the next time they use the App.

 

Well, there are a couple ways to handle that.

I would suggest that you simply create another list that would have two columns - the UserEmail (as a text column) and the LastTimeSheetNumber (as a numeric column).    Let's (for this example) call the list UserTimesheets

In my last message I mentioned the variable, so we can modify that a little.

You would instead make your variable this:   

Set(sheetCounter, Coalesce(Lookup(UserTimesheets, StartsWith(UserEmail, User().Email)).LastTimeSheetNumber), 1))

This will lookup the last number used in the list and set the variable to it.  The Coalesce is there so that, if there is no record in the list, it will be 1.

 

Next, on your submit, you would put in this Formula:

Set(sheetCounter, sheetCounter+1);  //increment the sheet number
Patch(UserTimesheets, If(IsBlank(Lookup(UserTimesheets, StartsWith(UserEmail, User().Email)).ID), Defaults(UserTimesheets), Lookup(UserTimesheets, StartsWith(UserEmail, User().Email))), {LastTimeSheetNumber:sheetCounter})

This will increment your sheet counter, then patch that number back to the list for that user.

The if statement is in that formula so that if there is no record in the list for that user, it will create one, if there is, it will update it.

 

That should give you a running count of sheet numbers from that point forward.

 

I hope that is clear and helpful.

 

_____________________________________________________________________________________
Digging it? - Click on the Thumbs Up below. Solved your problem? - Click on Accept as Solution below. Others seeking the same answers will be happy you did.
NOTE: My normal response times will be Mon to Fri from 1 PM to 10 PM UTC (and lots of other times too!)
Check out my PowerApps Videos too! And, follow me on Twitter @RandyHayes

Really want to show your appreciation? Buy Me A Cup Of Coffee!

Hi @RandyHayes ,

Amazing, thank you so much!!

 

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

  It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd. at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3rd, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. 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.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!       Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪🌠

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank! 🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Top Solution Authors
Top Kudoed Authors
Users online (5,090)