Member Check-in Made Easy by PowerApps! (E011)

hello and welcome to the big device my name is Seth bacon and today what we're gonna do is go through how to create a power app for a user treasurer and so what we've been doing at the last couple review groups here recently actually using a power out four member check-in so as people are showing up and need to either register while they're on site there what we've been using is actually a powerup for that prior to using the power app what we would do is we'd go download the roster who we were expecting to be there print it off hopefully remember to bring it and to the meeting and then what we would do is hand around the paper so that way people could go ahead and sign in and say yep I was here I attended it so that way we had a good count of how many people actually came what are the issues is that people would invite friends to the meetings that hadn't registered yet and so they would have to write down their names and hopefully we could read their handwriting afterwards so what we did is we created a power app and that's what we're gonna go through today is actually creating that power app and show you how we did that so what we're gonna do is let's go ahead and show what the roster looks like so let's go ahead and take a look at the excel file that we typically got so we've gone ahead and uploaded it at onedrive because this is what we'll actually be using and here we have the the roster this is the people we expect to be attending coming up so very simple straightforward first name last name some additional information about them and something that we can just go ahead and update fairly easily and so now let's go ahead and jump over to the power app and see how we're gonna create it from this table this data set so first we're gonna create the power app what we're gonna do is go ahead and click create an app this time it's gonna be a canvas app and we have a couple of options here and the option we're gonna go with is actually using onedrive for business as our data source so because I've already made that connection before you'll see it there we're gonna go ahead and choose an excel file you'll see that that excel file is there already we're gonna go ahead and choose table 2 these are the tables that are on the excel file that the connector is recognizing as coming up so let's go ahead and click connect you do have the ability to go ahead and rename those tables directly in Excel last that way it's a little easier to keep track of if you want to have multiple meetings on one excel file great so here's the power app first thing we're going to do is we're actually going to turn it to landscape instead of portrait so to do that we're gonna go to file from file we're gonna go screen size and orientation and we're gonna make it landscape and then let's go ahead and in the bottom right hand corner there's apply so we've gone ahead and applied that setting so we're gonna go ahead and go back and now it's landscape now it doesn't look like much yet and the reason for that is right now what the fields that it's pulling in or columns one city unattended that's not super helpful so let's go ahead and first change it to be title and subtitle so we're just gonna have two columns and what we're gonna do is we're gonna have the last name and we're gonna have the first name and so that information will populate just here in a second so let's go ahead and go over first we're gonna need to close out the excel file so right now it's locked and so it's not bringing the date over so once we close that you can go refresh our data source that should bring in the data for us there we go so now we've gone ahead and seen the data come over now let's take a quick look at what the power app currently has it has a brow screen as an edit and a detail screen and that's going to be fairly good because that's pretty much what we need let's go ahead and change this from Table two to let's change the title to power apps and flow user group awesome the other thing we're gonna do is let's go ahead and change this to be more of a power apps color so let's go ahead and choose that nice purple so already you can start seeing some of the theming that's coming around and all of this we just went ahead and jumped in and got started next thing we're gonna do is let's go ahead and order this so right now this is being ordered not really his but it's what we're gonna do is we're going to change that so let's go to advanced here so we've selected the gallery after you select the gallery we're going to go to advanced and here we have different navigation tools but right here we have the ability to search so these items we don't actually want to search the attended we won't probably want to search last name and first name and let's actually do company as well and then right here we have the option to sort so what do we want it to sort by so first you see here that we changed the search and what it's searching across next we actually wanted to based on the last name is how we want it to to sort whether it's a sending or descending and there you go now you see that it goes ahead and sorts and if we wanted to what we could do is we'll go ahead and test that out and so if I wanted to look for if I look for Oh n you see that Canon comes in big comes in Anderson comes in if we look for Maria you can find that and so very quickly you can see that we're searching either by first name or last name and so people can when they log in they can go ahead and on the app they can search for themselves or what they can do is they can scroll and try to find themselves that way so but depending on how many users we have that may be a little tougher to find so we'll go ahead and go back so next what are the actions that we want them to take well one of them is if their information is incorrect so if their information is incorrect we want to make sure that we have the most update information so what we ask them to do is if you want to go ahead and click on here we notice that we can see their information there's a couple of things we need to do here so first let's go ahead and work on our theming a little just that way we're having consistency so let's go to that rectangle and change that rectangle feel to be to be that purple and the next thing we're going to do here is we actually want to bring in so we're gonna browse gallery one the selected item and what we're gonna do is put the header out there and to make it dynamic so if it's selected if we want to bring that in we're gonna bring it in first and so now we can see Nancy and then the next thing we want to do is add a little space there and then what I'm gonna do is actually copy this and do last name as well so now what we can see is when somebody clicks on their name they see their name up in the header up top there which is great we're actually going to remove the delete here we want to keep their information we want to see that they were registered before or if they got updated and we're gonna if they were unable to attend we don't want them to delete it we don't want that kind of stuff so what we're gonna do is go ahead and remove that trash so one of the things we have to be mindful of is you notice here that the width is going to be dynamic based on other icons that are in here so we're gonna go ahead and remove this icon width here and so that is gonna allow that width to expand the whole thing and now when we select the trash icon we can go ahead and remove that without impacting the other components there next thing we're gonna do is actually edit the the table down here so right now it's kind of this hodgepodge of stuff so let's go ahead and edit let's make this a two columns so already you can see that it's helpful vertical layout over under the other option their course is horizontal so if you wanted to see it next to it but let's go ahead and leave it as vertical let's change the fields attended we're gonna actually use that as a check mark and so I'll go ahead and get rid of that what I don't see here is first name so let's go ahead and add first name and last name and let me see that those get added let's go ahead and bring those up to the top here and now that those are up to the top column we can remove that companies good titles good country we don't need the country email summary we'll talk about that later and it's starting to look good so we got first name last name email address city company and title okay that's good next thing let's do let's go ahead and edit the the fields and so you see that displays his first name and it's all together and again a lot of times you see this in the schema so what we're gonna do is actually on this record we're gonna unlock it so right now we're we have the the card itself so we're gonna unlock that card and go into display name and just in there a space right there and we'll do that with last name as well just a quick space email address let's go ahead and just drop the address portion of this and just say email city looks good company title we'll go ahead and drop that as well and so there's the title so already you can see a number of things a first name email company last name city okay good and now if we click Edit so if they wanted to change their information they click edit and what you notice here is we've actually navigated to the edit screen right here so what we're gonna do is make some of those same changes so the rectangle go ahead and add the purple there we'll go ahead and add the properties here we'll make the same changes so as we're going through this we've just got a couple of more things the country will go ahead and drop that off as well so we got first name last name that's all looks good we'll make it two columns to match the other one it's a first name last name column one that's not what we want we need to add the city back and there we go so now we have consistently anse across both of those the other thing we need to do here is go ahead and update the name like we did before so let's update it so that way the display of that item is consistent it makes sense so we got a couple of items right there that we've got ahead and updated the display name gone through email address being the last one there and the title great so the other thing we want to do is is the display up top here so if what we'll do is we'll go back to the other screen the detailed screen and what we're going to do is take the text and what we can do is go ahead and bring that in and add that to as our text here and when we do that you know just that that comes through and then if we play this this changes eventually that'll change as well after we do the save so we haven't fired that and told it to wait for a change there so just things being mindful of is that they will need to go ahead and save that and that's gonna write it back to the the file for us and now you'll notice that it it does change it there so so we'll go ahead and change that back to Nancy great so we've done a couple of things we've gone ahead and allowed them to edit their information which is good the other thing we need to do is allow them to mark if they're here and so what we're gonna do that with that is back on the gallery on the brows we're gonna choose the gallery itself and so we're gonna have the whole gallery and then let's go ahead and choose this first record so this first record whatever we do to this first record is going to be reflected in the subsequent records on the on the page there so if we go ahead and do an input and do a check box you notice there that all of the check boxes come through so on this what we're gonna do is update the on check and the on uncheck action so what we're going to do is we're gonna do a patch and what we want to do is we're gonna patch in to this table it's going to say what is our source where are we going with this and then what do we want it to do so if we want it to how does it know which record so so we're gonna do this item and then what we need to do is tell it what do we want to do with I this item so now it's found the the table it's found the row now what we didn't want to do is find the column so we're going to do a 10 did so what we want to do with the 10 did is if they check it we want to say here and there we go so if they come in and they check it we want to mark on our excel file that they're here if we uncheck it we just want to clear that out so also on the select what we're gonna do is remove that so when somebody selects it you actually don't want it to take any actions other than writing to the database the other thing we want to do is default so if we already have value in the excel file we actually wanted to check or uncheck for us so if we want to go ahead and do an if statement so if a 10 if this item dot attended equals here just like what we had written above then what we want to do is go ahead and say it's true and if not it's false and so now what we have the option to do is when we check this it's gonna go ahead and write into the table and we'll go take a look at this real quick here in the table we can see that Nancy's was updated with here perfect so let's go ahead and close that file so that way it doesn't read it as locked so now we've gone ahead and allowed them if they want to view their information they can view it and do that which is great if they want to go ahead and select an option and choose here that's great the other thing let's do let's go ahead and you reuse this concept right here of this if statement let's change the text so if the text for this item see it already is true and false what we actually want to do is let's go ahead and make it here and not here right so these ones are not here and these ones are here and so again based on the value that's being passed in it's gonna be based on the check mark so if we go ahead and check that it's gonna write it and then it's gonna update that for us so just a little thing like that can make it a fairly bit fair bit easier let's go ahead and make this a little smaller so that way we can put it right there that looks good there were things lined up nicely so if they do check on their name and they say yep this information is correct the other option we want to do there is go ahead and allow them to to make that update for them and mark that they're here in this location so let's go back and to do this what I'm doing is holding alt if you hold alt you're able to interact with the app itself directly so just a small quick note there let's go ahead and actually copy this I'm gonna do ctrl C and then what I'm going to do is push alt and go to the next page and just control V and so I can put this up in the header and so right here it's going to show up let's go ahead and you'll notice here that this formula needs to be updated so right now it knows what stable but this item because it's out of context of a record or a form it doesn't know which one to grab so we're going to do is we're going to use that function of the Browse gallery again and then the selected one that came through and here you see that updating that told it which row to grab out of the system out of that file so what we're going to do is just highlight this I went ahead and copied it so we're gonna go ahead and paste it over so anywhere we have this item what we're gonna do is replace it like that and great the other thing I want to do is because it's here what we want to do is probably change the text color to white so that way it's easier to see up top there but now what they can do is they can mark it here and you notice that the little things are going across so they're not here and now when we can look back out here that's been updated so if we go to assets record and I say that I'm here and now I go into that record and you see that those are responding off the same the same field great so what we've done is we've gone through and allowed them to go ahead and select their records and allowed them to search for themselves and then either update it or they can go ahead and mark that they're here and all the while that's being updated directly in our excel file for us so that way we can make an update later the other thing we want to do and be mindful of is maybe we want to have new people join us and how do they get registered on site so if we go ahead and click the plus button so holding alt go ahead and click the plus button you notice that we're able to edit this which is great and we can create a new one but what happens is that we're using the same screen that we did for the edit so the edit and the new can both use the same one but the form types are different so up top here what we want to do is actually add an if statement so I'm going to go ahead and drop that out and what we're gonna do is an if statement to look at the the form so this is looking at edit form so this form down here so edit form mode if the edit form mode equals form mode edit then what we want to do is drop that logic that we had in there before and if not what we're gonna do is say new member and that goes ahead and do this does that for us so using the if statement we can go ahead and reuse that same screen around that and so now it knows that this is a new member if we were to go back and look at Nancy I think again we see that Nancy so again that same one is coming through and click the edit and so again that formula is there as well so again there's a number of ways and things that it's automatically passing through for us which is great so if we click on the plus sign we can have a new person join us I'll go ahead and play this now so we had a new person join us David Johnson joined us David J at company.com in Seattle and in the company itself again and just putting some more information in there and he's a manager so we go ahead and click the check mark there that'll go ahead and drop us back out here and what we can see here is that David Johnson is now there some other actions that we could take on that is depending on how the form is if we want to hit the submit we maybe want to go ahead and check them in because they've entered their information and so we can do other things like that as well so overall just a quick run through on how we've built out a power app that allows people to check-in and register on sites all within in connected to an excel file which has been a huge help for us the other thing that we're gonna do here shortly is actually add an opportunity for them to subscribe to our emails so that way they can get notified and we can make sure that they're receiving a summary of the meeting notes and everything thanks so much for watching this video if you found it helpful make sure you hit the like button and let us know that you enjoyed it if you want to use this for your own user group feel free to build it out it's fairly easy and straight for if you would like the solution final - be sure to check out the link down below in the description that has more information and advice be sure to hit the tribe so you know [Music] later [Music]

Channel: the Bacon Bytes

Views: 4,564

Rating: 5 out of 5

Keywords: Office 365, End User, System Administrator, Training, Power Platform, PowerApps, Microsoft Flow, Flow, Power BI, OneDrive, Excel, Dynamic Communities, User Group, CRMUG, PowerAppsUG, FlowUG, GPUG, D365UG, Tutorial

Id: WnBk8eZ6Tks

Length: 22min 9sec (1329 seconds)

Published: Mon Nov 04 2019