I am tasked in developing a form which is going to record and store data into a SharePoint list (Office 365 online SharePoint) So far I have been looking into two different methods I am not sure if they are suitable given the requirements of the work scope. The requirement is that each form has to be assigned to a unique ID/serial number and the data in the form has to be passed to a SharePoint list.
The first method that I have looked at is using Microsoft Forms to be the online form to collect the data and Power Automate to get the data and put it into a SharePoint list. The problem is I do not know if there is a way to assign a unique ID on the form itself before submitting the form. Is there a way or method where I can autogenerate a unique ID/serial number on a form before submitting it ?
I am also looking at using PowerApps to create a form which will be linked to the SharePoint list. Is there a way to autogenerate a unique ID/serial number and prepopulate it on the form?
The most flexible, customizable solution would be PowerApps
PowerApps will connect directly to Sharepoint as a data source. There is most definitely a way to autogenerate a unique ID/serial number in PowerApps. Look into the GUID() function.
Some great use cases for Microsoft Forms include:
External users (those outside your Active Directory tenant) need to fill in data
The form is dead simple (few questions, minimal logic, etc.)
Each Microsoft Form submitted also has an ID (Response ID)...
But it is not suitable as a GUID/serial number. You could add one in Power Automate, using the guid() expression before creating the record in Sharepoint:
The entire workflow ends up looking like this:
Related
I'm looking for input on the best approach to converting a SharePoint list form to a PowerApp. The list currently has the following field type:
15 text fields
5 choice fields
5 multi-select choice fields
3 multi-line text fields (not rich text)
There are 20,000+ items in the list, with 1k+ new items added every month.
When creating the PowerApp, should each choice field be converted to a new list? I'm wanting to make the fields as dynamic as possible and avoid hard coded values.
I'm not opposed to moving all of the list items to a CDS entity if it helps.
You can use PowerApps to customize the SharePoint list form. There is a command in the command bar of a modern list to do that
If you don't want to use Choice fields, you can use simple text fields and in PowerApps connect to SharePoint lists as the source of the dropdown options. Then you can let the end users maintain the values for the dropdowns easily.
With this approach, the SharePoint list maintains all other functionality, i.e. you can use list views and embed list view web parts in SharePoint pages. A customized form will not work on a mobile device, though.
You can also build a stand-alone PowerApp that stores items in the SharePoint list. This is independent of the SharePoint list form customization. Such an app could be used on a mobile device, but there are limitations around the number of list items that the app can pull from the SharePoint server at any one time. It may not be suitable for big lists.
PowerApps is easy to learn and there are lots of resources just a web search away.
Novice in Sharepoint and looking for some advise.
we are trying to setup a infopath form with the below fields.
ReqID (Autogenerated with a workflow based on ID like Req-1 etc.),
Description,
User,
Date,
Testing,
Tester,
Date
when the user submits the form, we would like to save the information to two separate lists on sharepoint like...
List A - ReqID, Description, User, Date
List B - ReqID, Description, Testing, Tester, Date
Can someone please advise if this is doable without using any coding.
Thank you so much for all the help.
Several possible solutions:
One list:
If it is a matter of hiding clutter from selected users then: create one list for all of the fields and then create two views, one with your first set of columns and the other with the second set of columns. This has the advantage of no duplication of data, and if you need to update the Description column, it only has to be done in one place.
Two lists:
From the InfoPath form, post all of the fields to the first list and create a View that only displays what's needed for the "A" users. Create a workflow that adds a new item to list "B" with only the data needed.
Three lists:
From the InfoPath form, post all of the fields to a master list. Create a workflow that copies selected fields to List A and to List B. This has the advantage of the master list being an unchanged source of the original data for audit or tracking purposes.
Using Web Services
I believe InfoPath can call web services. This will be more like "coding", but you can write data directly to SharePoint lists using SharePoint's REST API.
We have a requirement for a site wide document library that contains simple word letter templates.
From within a customer item on a list we need to be able to select one of these templates and then have the template populate with customer data such as name & address etc.
What’s the easiest way to achieve this? Ideally without using workflows.
Then you shall assign a document template to a content type.
See this blog post, http://sharepointchick.com/archive/2011/01/07/using-content-types-with-document-templates-when-using-quotnew-documentrdquo.aspx
Create fields in your template that display the document properties to "Autofill" them. This is done in the Insert tab of the ribbon, then by clicking QuickParts, then Document Properties.
The end result is that in addition to the File > Info or the properties bar, each property will also appear in the body of the document wherever you have inserted the field for it. These can then auto-update themselves based on the metadata stored with the document in the library (how often they update is a Word setting).
Xpertdoc Letter Management for SharePoint let's user pick a template from the context of a customer record, then generates a new document with customer data automatically merged inside the document.
CGU, an insurance company, estimate they save 0.5 million dollars per year by the efficiency gains introduced by Xpertdoc. http://www.youtube.com/watch?v=xbqWiFt5dUA&feature=channel&list=UL.
First of all, you should use the technique mentioned before for the document creation based on content type.
As for auto-filling the property fields, I suggest you check out this post that explains how to auto-fill properties when document is added.
You can also opt for a commercial solution such as Harmon.ie for SharePoint to retrieve your templates. They have a free version, if I'm not mistaken.
I am creating a browser enabled form and I would like to filter the results from a sharepoint list based on user input. if the user searches for the business unit "A" I would like a list of all locations that have a business unit of "A".
I have achieved this using code but the chaps that do the deployment want the from done without form code. can this be done and if so how?
I am using sharepoint 2007 and infopath 2007
my only real thought would be to create a web service that queries the SP list
I have looked to of solved the issue now.
I added a repeating section with controls on the form based on the data connection to the SP list. I then added conditional formatting on the repeating section to hide the control where business from data source does not equal search key word on the form.
I am trying to append records in an MS Access table (I am using Access 2010, but can use 2007 if need be) into a linked SharePoint list.
There is an attachments field (when viewed from Access), but I am not concerned with appending these.
The SharePoint list has a few lookup fields, that in design view are of the Number format. Upsizing to SQL Server, I can confirm that they are numbers (and I assume the Id for the related SharePoint list object).
I copied the structure of the SharePoint list and pasted into a MS Access table, and then filled in a few sample records
I used the query wizard to select all of the fields of the Access table (minus the Access table's autonumbered ID and attachments), click "Append", and then selected the SharePoint list.
If I run this query, I get the error that X record(s) were not appended due to validation violation reasons, which is all of them. I've checked all field definitions and none are defined as required or have a validation constraint.
The only thing I can think of is that there is some issue with the Lookup fields, but each number Id I've checked is a valid Id.
I'm hoping for a MS Access solution, but if the only approach is to programmatically do it, could someone send me directions on how to get started with the SharePoint 3.0 SDK?
Thank you for your time.
Lookup columns are not number type even your parent items are of number type reason behind lookup column always attaches the item id of parent item.If you want to see the data in access kindly use the "export to Access" functionality available in datasheet view
I have linked to a SharePoint table, then appended directly to it from a query.
My issue is that this process takes a very long time to push up to SharePoint, then 2 times as long when first I need to delete the records currently in the list before appending.
Is there a better way to blow out and create the table while preserving the link since it is not an Access object?
Anyway I hope this may help you out some and get me some insight as well.
Regards.