Restrict Duplicate entries in PowerApps form

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Posted on by Prem4253

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Hello,

I'm looking for a logic to avoid / to add duplicate entries into PowerApps form

For Example: I have below 5 field within the form:

StartDate
EmployeeID
Name
Email
Department

I have used a Concatenate function to combine all of the above 5 fields into one string field. This field is called Check

Within my form, I already have below entry added:

StartDate	EmployeeID	Name	Email	Department	Check
12/2/2025	E5252	Prem	Prem@abc.com	Accounts	12/2/2025E5252PremPrem@abc.comAccounts

Now when the users clicks on New button to add a new record and if the user is adding same level of information as in above screenshot / table, we should get a pop-up that this record already exists and within this pop-up window show a cancel button, so that this records cannot be saved

But when the StartDate is different from the above and rest of the information is same, allow the users to create a new record, without any pop-up.

EmployeeID, Name, Email and Department can be same most of the time for multiple entries. Only the change will be in StartDate.

This Logic should work on Check field column.

Please advise. Thanks!

Categories:

Using Apps Using Formulas

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Power Platform 1919 1,769 on at

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Restrict Duplicate entries in PowerApps form

Hi @Prem4253,

You can try something like this in submit button:

// Use the same logic you already use to build Check
With(
{
varCheckValue:
Concatenate(
Text(DataCardValue_StartDate.SelectedDate, "[$-en-US]dd/mm/yyyy"),
DataCardValue_EmployeeID.Text,
DataCardValue_Name.Text,
DataCardValue_Email.Text,
DataCardValue_Department.Selected.Value
)
},
If(
// 2. Check if any existing record has the same Check value
CountRows(
Filter(
MyList,
Check = varCheckValue
)
) > 0,
// Duplicate found. show popup and do not save
Set(varShowDuplicatePopup, true),
// No duplicate. proceed with save
SubmitForm(EditForm1)
)
)

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Prem4253 646 on at

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Restrict Duplicate entries in PowerApps form

Hello @Power Platform 1919,

I tried with the logic provided by you as below, but this submits the form and creates a new record to SharePoint and PowerApps form.

I also do not see any Notification.

With( { varCheckValue: Concatenate( Text( DataCardValue26.SelectedDate, "[$-en-US]mm/d/yyyy"), CustomerName.SelectedText.Value, Dropdown1.SelectedText.Value, Dropdown2.SelectedText.Value, Dropdown3.SelectedText.Value, Dropdown4.SelectedText.Value, Dropdown5.SelectedText.Value, Dropdown6.SelectedText.Value, DataCardValue29.Text ) }, If( // 2. Check if any existing record has the same Check value CountRows( Filter( 'My SP List Name', Check = varCheckValue ) ) > 0, // Duplicate found. show popup and do not save Set( varShowDuplicatePopup, true ), // No duplicate. proceed with save SubmitForm(FormInspection) ) )

And Default property for Check field is set as below:

Text( DataCardValue26.SelectedDate, "[$-en-US]mm/d/yyyy") & CustomerName.SelectedText.Value & Dropdown1.SelectedText.Value & Dropdown2.SelectedText.Value & Dropdown3.SelectedText.Value & Dropdown4.SelectedText.Value & Dropdown5.SelectedText.Value & Dropdown6.SelectedText.Value & DataCardValue29.Text

I'm also getting a delegation warning at CountRows, as my data is above 2K.

Can you please advise further

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Power Platform 1919 1,769 on at

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Hi @Prem4253,

I think I got the requirement wrong,I thought check is coming from datasource itself,

Sorry can you try this

If(
CountRows(
Filter(
MyList,
StartDate = DataCardValue_StartDate.SelectedDate &&
EmployeeID = DataCardValue_EmployeeID.Text &&
Name = DataCardValue_Name.Text &&
Email = DataCardValue_Email.Text &&
Department = DataCardValue_Department.Selected.Value
)
) > 0,
Notify(

"A record with the same StartDate, EmployeeID, Name, Email and Department already exists.",

NotificationType.Error

),
SubmitForm(EditForm1)
)

And you are correct, that CountRows throws delegation warning as the calculation is not pushed back to datasource.

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Power Platform 1919 1,769 on at

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Restrict Duplicate entries in PowerApps form

HI @Prem4253,
You can also try this :

// Check if a record already exists in MyList with the same values If( IsBlank( Lookup( MyList, // Condition: match on all these fields StartDate = DataCardValue_StartDate.SelectedDate && EmployeeID = DataCardValue_EmployeeID.Text && Name = DataCardValue_Name.Text && Email = DataCardValue_Email.Text && Department = DataCardValue_Department.Selected.Value, // Return column: EmployeeID (if found) EmployeeID ) ), // If no match is found, submit the form SubmitForm(EditForm1), // If a match is found, show an error notification Notify( "A record with the same StartDate, EmployeeID, Name, Email and Department already exists.", NotificationType.Error ) )

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Prem4253 646 on at

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Restrict Duplicate entries in PowerApps form

Hi @Power Platform 1919,

By the time I try with the logics provided by you, could you please explain the below condition been applied for

// Return column: EmployeeID (if found) EmployeeID

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Power Platform 1919 1,769 on at

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Restrict Duplicate entries in PowerApps form

Hi @Prem4253

What I’m trying to achieve is a duplicate check before submitting the form.

I use Lookup on the datasource (MyList) with the conditions:
StartDate, EmployeeID, Name, Email, and Department.

If a matching record exists, Lookup will return the value of the EmployeeID column.

If no record exists, Lookup returns blank.

So my logic is:

Blank EmployeeID → no record found → safe to submit.

Non‑blank EmployeeID → record already exists → show duplicate error.

That’s why the formula checks IsBlank(Lookup(..., EmployeeID)).

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Prem4253 646 on at

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Restrict Duplicate entries in PowerApps form

Hi @Power Platform 1919,

Unfortunately none of the logics are working for me. The form still creates a new record without any notification though we have duplication.

Hopefully you can advised with the below logic that I applied.

If( IsBlank(LookUp('My SP List', 'Date' = DataCardValue26.SelectedDate && 'Customer Name' = SupplierSI.SelectedText.Value && Dropdown1 = Dropdown1.SelectedText.Value && Dropdown2 = Dropdown2.SelectedText.Value && Dropdown3 = Dropdown3.SelectedText.Value && Dropdown4 = Dropdown4.SelectedText.Value && Dropdown5 = Dropdown5.SelectedText.Value && 'Dropdown6' = Dropdown6.SelectedText.Value, 'Amount' = DataCardValue29.Text , Check)), //this is the name of of my Concatenate field // If no match is found, submit the form SubmitForm(Form1), // If a match is found, show an error notification Notify( "A record with the same StartDate, EmployeeID, Name, Email and Department already exists.", NotificationType.Error ) )

Thanks! so far

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Power Platform 1919 1,769 on at

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Hi @Prem4253,

Did you check the date format from datasource and adjusted that in power apps?

And where is check coming from (is it power apps calculation logic or from directly SharePoint calculated column)?

And also, what is this amount column and the formula shared is different from the initial question schema.

@WarrenBelz, can you please share your opinion on this thread

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Prem4253 646 on at

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Restrict Duplicate entries in PowerApps form

Hi @Power Platform 1919, @WarrenBelz

Yes, I did adjusted the date as per date format in my data source i.e. mm/d/yyyy

I had created a Text column as Check to SharePoint list and within PowerApps I have added a calculation logic to Default property as below: (where DataCardValue29 is a Number format)

Text( DataCardValue26.SelectedDate, "[$-en-US]mm/d/yyyy") & CustomerName.SelectedText.Value & Dropdown1.SelectedText.Value & Dropdown2.SelectedText.Value & Dropdown3.SelectedText.Value & Dropdown4.SelectedText.Value & Dropdown5.SelectedText.Value & Dropdown6.SelectedText.Value & DataCardValue29.Text

Customer Name, Drop down 1 to Drop down 5 all are drop down values and Amount column (DataCardValue29) is Number format

So usually when user creates New Record and if Check column is equal to (matches) any of the available records, give a notification as 'This record already exists". If no match with Check column allow user to submit a new record.

Let me know if more inform is required.

My sincere apologize for creating any misunderstanding

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wolenberg_ 1,013 Moderator on at

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Restrict Duplicate entries in PowerApps form

Hello, you’re almost there! To block duplicates, just check if a record with the same info already exists before submitting. Use a LookUp() to compare fields like EmployeeID, Name, Email, Department, and StartDate. If it matches, show a pop-up and cancel the save otherwise, let it go through.

How to prevent duplicate entries
1. On form submission, use a `LookUp()` to check if a record with the same `Check` value already exists:
If( !IsBlank(LookUp(YourDataSource, Check = Concatenate(StartDate, EmployeeID, Name, Email, Department))), Notify("This record already exists.", NotificationType.Error), SubmitForm(YourForm) )

2. If you want to allow duplicates only when `StartDate` is different, adjust the condition:
If( !IsBlank(LookUp(YourDataSource, EmployeeID = EmployeeID && Name = Name && Email = Email && Department = Department && StartDate = StartDate )), Notify("This record already exists for this date.", NotificationType.Error), SubmitForm(YourForm) )

If this helped or could help others in the community, feel free to give it a like or a kudo — it helps surface useful answers for everyone!

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