Sharing my Power App: Allow Non-privileged users to submit constituent updates

Trevor Kelly

Summary

This PowerApp can be embedded as a SKY Add-in on a constituent record to allow users without rights to submit record changes. When the non-privileged user makes the change request, that change gets queued up in a Sharepoint list and awaits for approval. When a new item is added to that queue in Sharepoint, an administrator will be notified to approve the update. The attached package includes the PowerApp (to be embedded as a SKY Add-in), a Power Automate flow to add the request to the Sharepoint queue, and a second Power Automate flow to run the approval process.

Required Connections

Outlook (organizations using a different email provider can replace with the Mail connector)

Sharepoint

Approvals

Cloudmersive Data Validation

RE NXT

Suggested Skill Level

Intermediate/Advanced

Configuration Needs

Create a Sharepoint list to store the requests. This list should include the following fields: ConsID, New Value, Postal Email or Phone, Type Value. Import the PowerApp and Power Automate flows, and authorizing the Connections. You will need to point to the Sharepoint list you created for your queue in the Constituent Update flow. In the Admin Approval flow, update the Approval step in each of the Switch cases to properly assign the contact who will be responsible for approving the update. Below is an example of the Sharepoint list uses to queue the requests:
Info Update Flow (1).pdf
Class5-ConstituentUpdateTile_20210429185349 (1).zip
Class5-AdminApprovals_20210429190644 (1).zip
Constituent Updates.mp4

Subash Mahat

@Trevor Kelly
This is really awesome. One thing I'm struggling with right now is the power app now showing up in my Dynamic content.

How do I resolve this?

Shalena Stelzig

@Subash Mahat did you ever get a response to this? I'm having the same issue.

Ashley Moose

@Shalena Stelzig and @Subash Mahat

The difference here is that Trevor was using the original Power Apps trigger, but Microsoft has since deprecated that trigger and moved entirely to what is known as the Power Apps (V2) trigger. The main difference is that instead of calling each field using the ‘Ask in Power Apps’ option, each field is called as part of the trigger and then you can input those values in the corresponding actions below.

I've mocked up a brief example to demonstrate.

Here on the Power Apps trigger, you add Text inputs for each of the values that were previously added via Ask in Power Apps (I only added the first 3)

Then in the SharePoint Create item action, I can grab my named input from the Dynamic content window and add it to the appropriate field in the SharePoint list.

Give this a try and let me know if you have other questions!

Lucy Ruiz

@Trevor Kelly thank you for sharing. This automation looks intriguing.

MariaElena Juarez

@Trevor Kelly
I keep getting this error:
Flow save failed with code 'DynamicOperationRequestClientFailure' and message 'The dynamic operation request to API 'sharepointonline' operation 'GetTable' failed with status code 'Unauthorized'. This may indicate invalid input parameters. Error response: { "error_description": "Exception of type 'Microsoft.IdentityModel.Tokens.AudienceUriValidationFailedException' was thrown." }'.

Can someone help point me in the right direction?

Dan Snyder

@Ashley Moose Tagging Ashley as she may be able to help as Trevor is no longer with Blackbaud.

Ashley Moose

@MariaElena Juarez Are you receiving this error when trying to import the flow? If so, if you scroll to the top of the import page do you also see an option to ‘Save as new flow’ like this:

If yes, you can click Save as new flow and that should allow you to continue through. If not, can you provide more details on where you are receiving the error and/or what you see instead?

Alex Wong

@MariaElena Juarez
The error sounds like a permission issue with the user who is using the app that called the flow.

You will want to ensure all users that you expect will use the app has permission to any file or sharepoint list that the flow access.