Save as Draft in Power Apps Form
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- čas přidán 3. 07. 2024
- In this video we will explore how to save Power Apps form data as Draft. We will leverage the PowerApps form control SubmitForm function and explore the options for saving data as Draft in SharePoint list. We will also apply filters to show Draft items that are Created By the current logged in User.
Save as Draft allows user to save their data without completing all the form data or form required field validations. The users can get back to the forms in draft & continue from where they left off and submit the form. Save as Draft feature is useful in scenarios of large or complex Power Apps forms.
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Table of Contents:
00:00 - Intro
00:30 - Scenario - Power Apps Event Itinerary Power App connected to SharePoint list
01:34 - Add Save as Draft to Power Apps Forms
05:16 - Handling required field validations in Save as Draft scenarios
09:41 - Show Draft watermark in PowerApps gallery items
10:30 - Use Coalesce function to show default text for empty fields
11:26 - Show Draft items only if Created By the current logged in User
14:08 - Use Patch function to add empty value for required fields
16:26 - Possible scenarios & use cases for Save as Draft in Power Apps
17:40 - Subscribe to Reza Dorrani channel
#PowerApps #SharePoint #PowerAppsForms - Věda a technologie
Thanks, Reza, always have take away after watching your amazing video : )
Happy to hear that!
I never comment on these videos, but this one actually helped overcome the annoying Save and Submit dilemma and I wanted to thank you.
Most welcome!
I love your content generally, but this is the first time that I was literally asked about this functionality yesterday and BOOM, Reza takes us to school. Thank you for just doing such great work.
Great to hear! Thank you for watching.
Another great use case! It is true that office workers seek out better ways of doing things and reduce the chances of work falling through the cracks. Saving as draft allows them to log entries with available data, even if incomplete and also serves as a reminder of pending activities too.
Thanks for the amazing feedback.
Another great video Reza. I’m slowly getting through all your amazing videos. Many thanks.
I have done a lot of videos :)
Your all videos are very much useful and informative. Sometimes I am unable to see it on time whenever you post it, but I see it once as always...!! Thanks @Reza...!! 😊👍
Thanks Aditya
Learning power from last 2 months from Reza.. Thanks for creating the channel..
Thank You for watching & learning from the videos
what a great video ....I had exact requirements for a client for Save for draft but I know, how it is done with amazing your tips and techniques .
I will use it for my next project Reza .....thank you so much for your high quality videos that is benefitting everyone ...🙌
You are so welcome!
Thank you, Raza! Amazing job as usual!!
Most welcome!
Thanks for making this video Reza. My Engineering team would like me to create a complex form app where users will definitely benefit from being able to save their submission as a draft while they look up information for fields they might not know off the top of their head. Congratulations on surpassing 20,000 subscribers! Very well deserved.
Thank you Teresa. Happy to know this video is useful.
This video is actually based on one of your requests a while ago :)
@@RezaDorrani Wow, thanks Reza!
Great video and an extremely useful function. I like the trick with setting the required property by variable. I typically set the submit button/icon to be disabled until all the needed fields are populated, but that formula can get pretty messy.
Thank You.
I use the same variable technique in case of resetting controls as well. Many a times there is a need to reset a bunch of controls. Updating a variable is a cleaner approach.
What a fantastic technique Reza... 🙂🙂
Thanks a lot for sharing the knowledge.. !! 🙏🏻
Most welcome
Thank you REZA this just gave me a promotion.
Wow! Congratulations.
Thanks, Reza , it was helpful for me👍👍👍
Glad to hear that! Thanks for watching
Amazing use case... Thanks!
Glad you like it!
always able to learn new things , thank you
Thank you for watching the video and learning along with me.
This is a very general scenario we come across ! Thankyou for this informative video 😀 ! In the next video can you show us something about svg in powerapps !
Thank You.
Svg not in the next video. It is in my backlog. I will increase its request count in my backlog. Once I get a lot of requests on svg, I will plan that video.
Thank Reza
Thanks Sundra
HI Riza... thanks so much for yet another amazing video. I have one issue. When I save my form as draft it seems to work just fine. When I reopen the draft, make updates and try to save as draft again, all of my data disappears. Do you have any idea as to why this is happening?
I will have to look at your App in action to know the cause of your issue. I have not faces this issue hence not sure. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Thanks for the information. How to Save the form in three different types? In my case, I need to save the form as: Draft, Review and Submit.
Simply maintain a status column and update value depending upon your process.
Hi Reza, amazing instructional video as always! Thank you so much for your educational content!
I have a question pertaining to this video. A little context:
I have a form which uses gallery checkbox control, and collections to list out the ticked/selected checkboxes (as per your other checkbox video).
I was able to implement the save feature as discussed in this video for the other data cards/controls, however, when I edit a saved entry, the same checkboxes do not show as checked (naturally, since the collection is not linked to the record which is being edited).
Could you please suggest a way in which if i edit the form for a "Draft" entry, it would show the same checkboxes as checked when I saved as draft.
Thank you so much!
I have not come across this issue and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza thanks for creating amazing video it really helps a lot.
I have a scenario where the user will submit its claim. I am giving an option to the user before submitting the form user can save its claim as a draft and later on the user can submit the form. As soon as a user submits its form an approval email is to be triggered through power automate and approval will be sent to the authorized person.
Depending upon the authorized person behavior action to be changed. Suppose if the authorized person rejects the claim then the status of "Submitted" to be changed to "Draft" and the user can do changes and again submit for approval. If the claim is approved user will get intimation.
I tried using trigger When an item is created or modified (Sharepoint) and added one column as approval status and if the claim is approved then first it will update the list (approval status to Approved) then email to the user but my flow went into an infinite loop as I chose (When an item is created or modified) as a trigger.
Check my video on how to avoid infinite loops - czcams.com/video/oKN4_5o2NUA/video.html
Hi ,..Thanks For this Amazing Video Reza..Can I Know what is formula you have used to view drafts information ..I mean formula in "Information" icon
Information icon just redirects user to screen with form.
Here is the formula: ResetForm('Event Form');EditForm('Event Form');Navigate('Event Screen',ScreenTransition.UnCover)
Hi Reza- Can you please show the formula for the Information Icon in the Gallery?. How do you get it to show the form with "part" information filled in if it was submitted as draft previously?
Form is simply linked to gallery control. I set variable on click of info icon and navigate to form screen. I have done many form gallery based videos where I show this concept.
Amazing video, super informative. I always know what to do after watching your videos!
I have a multi screen form (created after watching your video on it) & want to add the save button on each page. Do I need to patch the save buttons?
Yes
Thank you!
I appear to be having trouble. I am able to save the draft but the status column in my SP list does not populate ‘draft’ or ‘submitted’. I have tried following this a few times now to get it to populate the status column but to no avail….
@@navnkaur2005 I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
Thank you! I have done this now
Thank you for this Video Reza. Just a quick question. Is it possible to use this draft logic for multiple screen form control that uses a patch function on the end of the last screen?
Possible but the logic would be very different. Not something I have tried.
@@RezaDorraniWow thank you for the prompt response.
@RezaDorrani thank you for your video but could you do a video on how to make a save as draft function for a multiple screen form please. In really bad need of the guidance!!
Hi Reza, can you tell me how to create a "Save As Draft" button like this when an app has forms across multiple screens? I can't get it to work, creates two lines in the SharePoint List. Thanks for your amazing tutorials, really helpful!
Concept here is to set status as Draft. All you have to do it set that status even if form is split across multiple screens.
Here is a video I did for splitting form across multiple screens czcams.com/video/9gI9OscTLD0/video.html
great video, quick check, what if we have more than 2 status such as approved, submitted, draft and cancelled?
Thanks. You can have more statuses. When user clicks submit you can change status based on your use case.
@@RezaDorrani I have 3 buttons, Submit, Save as Draft and Update, when submit, Status changes to "Submitted", when click on Save as Draft, Status changes to "Draft" and i need Update button to take the rest of the status. The locIsSubmit current takes in only Draft and Submit, how to make Update button works?
@@jeanlee9524 I will have to look at your App in action or recreate your scenario to provide guidance. I will recommend posting your query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, how did you do the events screen? and navigate the draft/submit button to it? because in your coding for the buttons, you did not add the navigate function
I did this video a while ago, hence do not remember the specifics. Gallery design for home screen - I have done several videos showcasing how to design galleries.
For navigate, I must have done that OnSuccess of forms submit or right after Patch function.
Reza how are you handing Navigate after the form is submitted? You don't seem to have it set on the OnSelect property of either of the buttons. I have Navigate(screenSuccess) on the OnSelect property of the submit button. But this always navigates even if not all required fields are complete, and the user misses the required field errors
OnSuccess of form control is when I Navigate.
Check czcams.com/video/rxL_Wcs3kJA/video.html
Hi Reza - Thanks for this - Just what i am looking for. I am though, having issues with the solution. Hope you find this comment and help me out. You are an absolute legend in this space .. GOAT !.
I am using the local variable in a PATCH formula. That is , i am trying to patch data to a SP list. For some reason i do not get the 'errors' "field required" at all once i use the Submit button... Would really appreciate a helpful comment.... 😬
Maybe some context . The Data Source on the Field is from SP List 1 , i am trying to PATCH to SP List 2 using the draft solution you propose here...
Here is the App zip export.
github.com/rdorrani/PowerApps/blob/master/Eventitinerary_20220824222433.zip
This is the best I can do for now.
Thanks Reza, great video. On my app, the "Title" field is the only mandatory field required to be able to save as draft and then every field on the form is mandatory to be able to Submit the form. However, I would like to keep the display mode of the "Submit" button Disabled until the form is valid, is this possible? .Currently, the display mode of the submit button changes to Edit as soon as the Title field has been populated. (Formula used on Submit button is "If(SharePointForm1.Valid, DisplayMode.Edit, DisplayMode.Disabled)". Thanks!
I believe Valid will do that. You would rather have to check the actual field value for title as isblank or not. I would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
How to use multiple screen ?
Suppose i have done save as draft in 3 screen, when i open the record, i would like to navigate 3rd screen. Is any possibility?
Not sure about this as I have not tried it with 3 screens. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
How do you make the title have that curve on the form screens?
There is a button in the background whose RadiusTopLeft and RadiusTopRight properties have been adjusted to give that curve look.
Hi, I am currently working on the same functionality but I am stuck at sending the drafted data back to the form once we click on the edit button. Could you please help with how to get drafted fields back on to the form. Thanks.
I will have to look at your App in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com **
But using this method, the user is not shown which are the mandatory field on the screen unless he clicks on submit button. Any workaround for this?
Whole idea of save as draft is for them to come back and fill the fields when desired. Once user is ready to submit, then the mandatory field validation kicks in.
Is there any way we can let users only edit the draft? Not allowed to edit the completed one?
You can set form mode (edit or view) depending upon status of item.
Wow! Hi Reza can you help me with the Draft items and go back to the draft items to continue working on it? if you have a link on this please this would be a great help!
I do not have any other links. This video is the only reference I have.
How do I write the formula for a lookup type of column instead of a choices one?
Choices function works with lookup columns as well.
I am currently creating a project planner app for my team, I want to know if there is a way to integrate office timeline from Powerpoint, with a canvas PowerApp. Initially the idea is to get the office timeline template on powerapps. Your input or suggestions would really be appreciated.
Thank you.
I don't think there is any option to integrate office timeline from Powerpoint in a canvas PowerApp.
Check czcams.com/video/yJ69VUD0iVY/video.html (may be useful)
@@RezaDorrani thank you so much, really appreciate your feedback 🤗
I'm working on one scenario where users can fill out a form and save it as a draft. If a user fills out some data and saves it as a draft, then closes the app, the next time they open the application, the data they previously saved as a draft should be populated in the form automatically. Please help.
.
Isn’t that what the video shows?
For some reason, I can’t get it to work. I created the Save Draft and Submit buttons, and added the UpdateContext to each. My problem is when I try to use If(locIsSubmit,{Value: “Active”},{Value: “Inactive”}) function, it tells me I have an error. In my Choices column, I give the choices “Active” or “Inactive”. The error is “Expected OptionsSetValue value.” Not sure what to do in this case. I’m using a Dataverse table.
I will have to look at your App in action to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Ren, for me, it just worked using ";" instead of ",". For ex: If(locIsSubmit;{Value: “Active”};{Value: “Inactive”})
Hi..I have a question here... can we save the powerapp New form as a file in SharePoint? Like we save InfoPath form as file..
I don't think that is possible.
Help! The update formula doesnt work since im using dataverse choices instead of sharepoint
Dataverse is not same as SharePoint. I dont have a specific video for save as draft for Dataverse.
In this button, how are you navigating to different screen
I did this video a long ago so do not remember the specifics. But I must have used Navigate function
Is the DefaultMode of the form : Edit or New
Its been a while since I did this video. I think it was Edit.
Thanks Reza, Great Video!
Does this also work with patch-function?
I save the Draft-data with the submit function-button in one sharepoint-list and send the completed data with a patch function-button to another sharepoint-list where a power automate approval- workflow starts when a new element is generated.
Even if I put the UpdateContext({locIsSubmit:true}) to the patch-function it generates an entry even though the required field is empty. Is there a way this could work?
Ok I tried a little bit. I just do it with an If-Function 🙂
Looks like you got the solution based on your reply comment :)
👍
@@RezaDorrani I checked my App today and I realized that my solution with an If-Function didn't work at the end. 😕
The patch-function is always generating a new entry in SharePoint eventhough the required fields are empty.
For the submitbutton I have the following formula:
UpdateContext({locIsSubmit: true});;
Patch(
NameSharePiontList;
Defaults(NameSharePointList);
Form1.Updates;
Form2.Updates
)
Do you have a solution for me? I have no clue how to fix this. Thx a lot!
@@andreaslackner614 Im not sure. I will have to look at your App in action to provide guidance. I will recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
Hi,
Is there any way to get file path by giving content from share point by using power automate . Content as a text from power virtual agent.
Could you please help me on this if is possible.
I have never tried this use case. I would recommend you post your issue/query with screenshots on the forums at powerusers.microsoft.com
Okay Reza
@@varaprasadlakshmi5110 I have Dan Christian who will be presenting on my live session this weekend. He may know more about this.
The choices doesnt work for me since im using dataverse instead of sharepoint
Dataverse is not same as SharePoint. I dont have a specific video for save as draft for Dataverse.
I am getting an error for if condition if(locIsSubmit,{value:"Submitted"},{value:"Draft"}). Error - Expected Optionset value. I am using dataverse for teams. Could you please help.
I have not experienced the mentioned issue and hence not sure what the cause for it could be.
I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
can you pls guid me how to migrate power app from one environment to another. And we will face any challenges?
Standalone apps can be migrated from one environment to another.
Currently, SharePoint customized list forms cannot be migrated.
powerapps.microsoft.com/fr-fr/blog/powerapps-packaging/
@@RezaDorrani tq sir