Understand Milestones sample app architecture
In this article, you'll learn about the collections and global variables used by the Milestones app, and understand how to use them effectively. If you want to learn more about how to install, and use the Milestones sample app instead, go to Milestones sample app.
Prerequisites
To understand and use information in this article, you'll need to know about different controls, features, and capabilities of canvas apps.
- Create and update a collection in a canvas app
- Collect, Clear, and ClearCollect functions in Power Apps
- Understand canvas-app variables in Power Apps
- Add and configure a canvas-app control in Power Apps
- Add a screen to a canvas app and navigate between screens
You'll also need to know about how to install, and use Milestones sample app.
Data Model
Architecture model
The following diagram illustrates the way that users and systems interact with data in this solution.
Connectors
Milestones app uses the following connectors:
Microsoft Dataverse to read and write data to Dataverse tables.
Office 365 Users to read user profile data.
Tables
Milestones app includes the following tables:
| Table name | Description |
|---|---|
| Project | A project denotes an individual or collaborative enterprise that is carefully planned to achieve a particular aim. Details such as name, when and by whom was it created or modified are stored under the Projects entity. A single project can have multiple milestones, work items, team members and activities associated to it. |
| Project Milestone | A Project Milestone is a task that depicts an important achievement in a Project. Milestones should represent a sequence of events that incrementally build up until a Project is complete. Details such as name, the project to which it is associated to and the date when the Milestone must be completed are stored under the Project Milestones entity. A milestone can only be part of a single project but can have multiple work items associated to it. |
| Project Work Item | A work item indicates the type of work, what needs to be done and the date within which it must be completed. Details such as the name, description, to whom it has been assigned to, status, priority, and the target date define a work item. A work item can be a part of a single milestone and can have only one status, priority, category, and team member associated to it. It can, however, have multiple associated activities. |
| Project Status | Status summarizes the overall status of a work item. Default status values include New, In Progress, Blocked and Completed. More statuses can be added from within the Settings section in the app. Each status has a name and an associated color. |
| Work Item Priorities | Priority represents the order of importance in which a work item must be completed when compared to the remaining work items. Default priorities include P0, P1, P2, and P3. More priorities can be added from within the Settings section in the app. Each priority has a name and an associated color. |
| Work Item Categories | Categories help in classifying work items. Default priorities include high, medium, and low. More categories can be added from within the Settings section in the app. Each category has a name and an associated color. |
| Project Team Members | Team Members are individuals who work on one or more work items in a Project. An individual who is part of multiple projects will have one team member record per project. |
| Project Activities | Activities are used to provide updates made on work items of a project. A single work item can have multiple activities. Activities get created as work items are updated. An activity can also be created manually. |
| Project User Setting | User settings are used to store user preferences pertaining to seeing the Power Apps splash screen every time they log in to the app. There is one record for each user. |
Collections
| Collection Name | Description | Screen Used |
|---|---|---|
| colLocalization | Used to build a Localization Collection based on the User Language. | OnStart property of the app |
| colWorkItems | Used to collect the Work items. | |
| colUserSettings | Used to collect User Settings dataverse record if it exists. | OnStart property of the app |
| colWorkItemHeaderIcons | Used to collect the header icons of Work Items. | OnStart property of the app |
| colProjectCoverColors | Used to collect the project cover colors. | OnStart property of the app |
| colStockImages | Collection to collect the Stock Images used in the app. | OnStart property of the app |
| colNewProjectMilestones | Used to collect the default information of a newly added milestone. | OnSelect Property of the Add Milestones Image on the Projects Screen |
| colProjectTeamMembers | Used to collect the Team members who are part of a Project. | OnVisible property of the Settings screen |
| colRemovedProjectTeamMembers | Used to collect the Team members who have been removed from the project. | OnSelect property of the Delete button under the Team Members settings |
| colRemovedProjectMilestones | Used to collect the Milestones that have been removed from the project. | NA |
| colCategories | Used to collect the Category information. | OnSelect Property of the Save button on the Settings screen |
| colNewProjectTeamMembers | Used to collect the Team members who are newly added to a Project. | OnSelect property of the Create button on the projects screen |
| colProjectMilestones | Used to collect the Milestones information for a Project. | OnSelect property of the Delete confirmation button |
| colRemovedCategories | Used to collect the Categories that are being removed. | OnSelect Property of the Save button on the Settings screen |
| colPriorities | Used to collect the Priorities information. | OnSelect Property of the Save button on the Settings screen |
| colRemovedPriorities | Used to collect the Priorities that are being removed. | OnSelect Property of the Save button on the Settings screen |
| colStatuses | Used to collect the Status information. | OnSelect Property of the Save button on the Settings screen |
| colRemovedStatuses | Used to collect the Priorities that are being removed. | OnSelect Property of the Save button on the Settings screen |
| colRemoveWorkItems | Used to collect the Work items that have been checked for deletion. | OnSelect property of the Delete button on the confirmation pop-up on the Projects screen. |
| colRemovedMilestones | Used to collect the Team members who have been removed from the project. | OnSelect property of the Delete button under the Project details section on the settings page. |
| colWorkItemStatuses | Used to collect the available statuses for work items. | Items property of the Status combo box on the Project screen |
Global Variables
| Variable Name | Type | Description |
|---|---|---|
| gblAppLoaded | Boolean | To check whether the App is loaded. |
| gblUserLanguage | Text | To check the logged in Users Language. |
| colCharsWidth | Table | Used to store character width for diff fonts, weights, sizes etc. |
| gblThemeDark | Boolean | To check whether the Teams theme is set to Dark. |
| gblThemeHiCo | Boolean | To check whether the Teams theme is set to High Contrast. |
| gblMobileWidth | Number | Variable to set the width on mobile. |
| gblMobileMode | Boolean | Variable to check whether the app is running on mobile. |
| gblAppSetting_inputMobileOnWeb | Boolean | Variables to Scale fonts for mobile-oriented apps, running in desktop. |
| gblAppSetting_inputScaleFontsby | Number | Use this variable for scaling all fonts by a fixed amount. |
| gblAppContext | Boolean | To check the context of where the app is running. |
| gblFirstRun | Boolean | To check whether the app is being run for the first time. |
| gblRecordUserSettings | Record | Variable to use the Oldest Record in case multiple records exist. |
| gblAppSetting_inputMobile | Boolean | Variables to Scale fonts for mobile-oriented apps. |
| gblAppColors | Record | Variable to set the Color value in the app. |
| gblAppSizes | Record | Variable to set the Color value in the app. |
| gblAppStyles | Record | Variable to set the Styling values in the app. |
| gblProject | Record | Variable to store a project record that is in context. |
App OnStart
This section explains app OnStart collections, variables, and execution details.
OnStart collections
Collections used during app OnStart:
| Collection name | Description |
|---|---|
| colLocalization | Collection of localized text based on users language. |
| colCharsWidth | Collection of widths for each character used for auto width labels. |
| colStockImages | Collection of stock project cover images. |
| colProjectCoverColors | Collection of project cover colors. |
| colWorkItemHeaderIcons | Collection of header icons for work items. |
| colUserSettings | Collection of the user Settings from Project User Settings table. |
OnStart Variables
Variables used during app OnStart:
| Variable name | Description |
|---|---|
| gblAppLoaded | Global variable to check if the app has loaded completely. |
| gblUserLanguage | Global variable to store the user's language. |
| gblThemeDark | Global variable to store if Teams is running in dark mode. |
| gblThemeHiCo | Global variable to store if Teams is running in contrast mode. |
| gblMobileWidth | Global variable to define the width of the app for mobile. |
| gblMobileMode | Global variable to store if the app is being accessed from a mobile device. |
| gblAppSetting_inputMobileOnWeb | Global variable to scale fonts for mobile-oriented apps, running in desktop. |
| gblAppSetting_inputMobile | Global variable to scale fonts for mobile-oriented apps. |
| gblAppSetting_inputScaleFontsBy | Global variable for scaling all fonts by a fixed amount. |
| gblAppContext | Global variable to check the context of where the app is running. |
| gblFirstRun | Global variable to check whether the app is being run for the first time. |
| gblRecordUserSettings | Global variable to store the latest Project User Settings records for the current user. |
OnStart execution details
When a user accesses the app, gblAppLoaded is set to false. The user's language code is stored in gblUserLanguage, with English - US being the default one.
The user's language is then used to collect localized text used throughout the app (for example, label and button text) in colLocalization.
The user's Microsoft Teams theme/mode is checked to see if the theme is default, dark or high contrast. The gblThemeDark and gblThemeHiCo variables are set accordingly.
The stock images and cover colors are collected in colStockImages and colProjectCoverColors respectively. colProjectCoverColors has two sets of 14 colors. For each base, there are two colors. One is for default theme and the other is for dark theme. For example, #F4B9B9 is the default mode equivalent of #791818.
User details from Project User Settings table are collected in colUserSettings. If no records exist, a new project user setting record is created and the variable gblFirstRun is set to true. This in turn controls the visibility of the splash dialog. If there are multiple project user setting records exist, the oldest record is selected and stored in the gblRecordUserSettings variable.
Loading Screen
This section explains app loading screen collections, variables, and execution details.
Navigating to Projects Screen
Variables involved
The following variables are used when the loading screen navigates to the projects screen:
| Variable name | Description |
|---|---|
| gblAppLoaded | Global variable to check if the app has loaded completely. |
| gblAppStyles | Global variable to store styling properties for all controls (set on the OnVisible of the Loading Screen). |
| gblAppContext | Global variable to check the context of where the app is running. |
| gblFirstRun | Global variable to check whether the app is being run for the first time. |
| gblRecordUserSettings | Global variable to store the latest Project User Settings records for the current user. |
| locShowFirstRun | Local variable to indicate if the current run of the app is the first run for the user. |
| locShowPowerAppsPrompt | Local variable to indicate if the user has set the preference to see the Power Apps prompt to yes or no. |
Project screen navigation execution details
If gblAppLoaded is true (which means the apps OnStart has completed), gblAppStyles is not blank (which means the styling variable has been loaded), and gblAppContext is true (which means the app is being accessed from within Teams), then the user is navigated to the:
Mobile projects screen if the hostClientType (device being used to access the app) is an Android or iOS.
Projects screen if the hostClientType is not Android of iOS. Two variables are passed while navigating to the Projects Screen:
locShowFirstRun: If the current run is the first run of the app as indicated by gblFirstRun, this is set to true, if not, then false.
locShowPowerAppsPrompt: If the latest Project User Settings record for the current user (stored in gblRecordUserSettings) has a value of Yes for Display Splash (Power Apps) column, then this is set to true, if not, then false.
If gblAppContext is false, then the user is navigated to the Incorrect Context Screen.
First run experience
This section explains the app's first time run experience, relevant collections, variables, and execution details.
First run experience variables
The following variables are used to control the first run experience
| Variable name | Description |
|---|---|
| locShowFirstRun | Local variable to indicate if the current run of the app is the first run for the user. |
| locShowPowerAppsPrompt | Local variable to indicate either to show or hide the splash screen. |
First run experience execution details
When either locShowFirstRun or locShowPowerAppsPrompt is true, the container conDialogWelcome becomes visible.
If locShowFirstRun is true, the container conDialogFirstRun becomes visible and gives an overview of the app.
Select Continue sets locShowFirstRun to false that hides the conDialogFirstRun container. If locShowPowerAppsPrompt is true, the container conDialogSplash_PowerApps becomes visible showing the splash screen.
Checking Do not show again and then selecting Got it updates the Display Splash (PowerApps) column in the Project User Settings record for the current user to No, which sets locShowPowerAppsPrompt to false in subsequent runs and hides the splash screen. Also, both locShowPowerAppsPrompt and locShowFirstRun are set to false so the user can continue with the app.
Select Got it without checking the Do not show again checkbox simply sets both locShowPowerAppsPrompt and locShowFirstRun to false so the user can continue with the app. In subsequent runs, the splash screen is displayed to users until they check the Do not show again checkbox.
The All Projects gallery and work items will be visible once the user selects continue.
Project Screen
This section explains the collections, variables, and execution details used in the project screen.
Viewing projects variables
The following variables are used when a user views projects in Milestones.
| Variable name | Description |
|---|---|
| locAddProject | Local variable to control the visibility of the conAddProject container. |
| gblProject | Global variable to store the selected project. |
| locProjectSortOrder | Local variable to control the sorting order of the list of projects. |
| locExpandProjectList | Local variable used to control the visibility of the Project list (expand and collapse). |
Viewing projects execution details
Projects are displayed in various screens of the app in various containers as mentioned below:
conProjectList on the Projects Screen
conProjectList_About on the About Screen
conProjectList_Settings on the Settings Screen
The galleries that list projects from the Projects table are:
galProjects on the Projects Screen
galProjects_About on the About Screen
galProjects_Settings on the Settings Screen
Select a project sets the variable gblProject to the selected project and also collects the work items of the selected project in the colWorkItems collection.
Select the + New project button on any of the above-mentioned screens updates the locAddProject variable to true and locShowProjectTeamAssignment variable (to learn about how this variable is used, go to Create a new project section) to false thus displaying the new project creation screen.
The find projects text box is used to search for projects that contain the entered text in their name.
Select the sort icon updates locProjectSortOrder which is used to sort the list of projects based on project name. Select the icon toggles the sort order from ascending to descending and vice versa.
Select the menu icon updates the locExpandProjectList variable by toggling its value from true to false and vice versa. This, in turn, expands, and collapses the project list section.
Displaying and updating the project cover
This section explains the variables and execution details used when viewing or updating the cover image of a project.
Project cover update variables
The following variables are used when a user views or updates the project cover image.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locVisibleCoverSelection | Local variable used to control the visibility of the Project covers container. |
| locCoverImageSelected | Local variable to check if a cover image was selected. |
| locCoverColorSelected | Local variable to check if a cover color was selected. |
| locCoverChanged | Local variable to check if a project cover was changed. |
| locCustomImageSelected | Local variable to check if a custom image was uploaded for project cover. |
Project cover update execution details
The project cover is part of the conProjectHeader container that displays the selected projects name, the cover image (if any) and cover color (if there's no cover image) which is fetched by using the gblProject variable.
selectThe gallery galProjectColors presents the user with a list of colors based on the Microsoft Teams theme. This is achieved by filtering the colProjectCoverColors collection based on the Teams theme.
If the selected project has a color defined, that color is denoted with a tick mark (imgColorSelected). The visibility of this icon is set to ThisItem.IsSelected. Because of the Default property of galProjectColors (described below), the selected projects cover color is selected by default.
The default property of the gallery galProjectColors is used to select the cover color of gblProject. It is set as follows:
If the Teams theme is dark, Cover Color Dark of gblProject is looked up. If this is blank, it means there's no project cover color.
If the Teams theme is not dark, Cover Color of gblProject is looked up. If this is blank, it means there's no project cover color.
Selecting a color sets locCoverImageSelected to false, locCoverColorSelected to true, and locCoverChanged to true.
The gallery galProjectCovers displays a list of stock project cover images. It also allows users to upload a custom image using an add picture control (addProjectCoverImage).
Selecting a custom image sets locCoverChanged to true and locCustomImageSelected to true.
Selecting a stock image sets locCoverImageSelected to true, locCoverColorSelected to false, locCoverChanged to true, and locCustomImageSelected to true.
If the selected project has one of the stock images as its cover, that stock image is highlighted by setting the fill color of btnProjectCoverBackground.
Select Done updates the project cover in the following way:
If locCoverImageSelected is true and locCustomImageSelected is also true, it means that a custom image was selected by the user. So, Cover Photo is updated with the uploaded image and Cover Icon, Cover Color, Cover Color Dark are all set to blank.
If locCoverImageSelected is true and locCustomImageSelected is false, it means that a stock image was selected by the user. So, Cover Icon is updated with the stock image and Cover Photo, Cover Color, Cover Color Dark are all set to blank.
If locCoverColorSelected is true, it means that a cover color was selected by the user. So, Cover Photo and Cover Icon are both set to blank. The Cover Color and Cover Color Dark are updated per the following logic:
If the current Teams theme is dark, the color selected from galProjectColors is set as Cover Color Dark. If the current Teams theme is not dark, the color selected from galProjectColors is used to look up the corresponding dark mode color in colProjectCoverColors and this color is then set as Cover Color Dark. This is because if the Teams theme is not dark, galProjectColors is populated with default theme colors.
If the current Teams theme is not dark, the color selected from galProjectColors is set as Cover Color. If the current Teams theme is dark, the color selected from galProjectColors is used to look up the corresponding default mode color in colProjectCoverColors and this color is then set as Cover Color. This is because if the Teams theme is dark, galProjectColors is populated with dark theme colors.
Displaying milestone/team status
This section explains the collections, variables, and execution details used when viewing milestone and status data
Milestone display collections
The following collection is used when viewing milestones.
| Collection name | Description |
|---|---|
| colWorkItemStatuses | - collection of work item statuses. |
Milestone display variables
The following variables are used when viewing milestones.
| Variable name | Description |
|---|---|
| locShowProjectStatusOptions | Used to control the visibility of the Project Status option gallery. |
| locProjectStatusSelection | Local variable to check what selection has been made by the user. |
| locCompletionStatus | Local variable to store the status that pertains to work item completion. |
Milestone display execution details
There are four project status options available:
Team Status that shows the list of team members along with the number of work items assigned to them based on their statuses.
Milestone Status that shows the list of milestones along with the number of work items related to them based on their statuses.
The items property of the galMilestones gallery is set to the milestones of the selected project gblProject.
There are 13 images in the app used to denote different milestone percentage completions (0, 10, 20, 30, 40, 50, 60, 70, 80, 90, 95, 99, 100). The appropriate image is shown based on the percentage completion calculated by dividing number of work items for the milestone in Done status (which is the first status in colWorkItemStatuses, stored in locCompletionStatus in the OnVisible of Projects Screen) by the total number of work items for that milestone.
The four labels under the milestone name display the count of work items in the first four statuses from colWorkItemStatuses.
The items property of the galTeamMembers gallery is set to the Project Team members of the selected project gblProject.
The user photo for each team member is displayed using Office365Users.UserPhotoV2 function. If there's no photo, a person icon is shown by default.
The down arrow button next to the option label is used toggle between the Team Status and Milestone Status options. Select the arrow updates the value of locShowProjectStatusOptions variable toggling the value from true to false and vice versa controlling the visibility of the galProjectStatusOptions gallery.
Displaying the list of work items
This section explains the collections, variables, and execution details used for viewing work items.
Work item display collections
These following collections are used when viewing work items.
| Collection name | Description |
|---|---|
| colWorkItems | Collection of all work items for the selected project. |
| colCharsWidth | Collection of widths for each character used for auto width labels. |
Work item display variables
The following variables are use when viewing work items.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locSortWorkItemBy | Local variable to define the sort by column. |
| locWorkItemSortOrder | Local variable to define the sort order. |
| locShowSearchWorkItem | Local variable to control visibility of work item search box. |
| locFilterWorkItems | Local variable to control visibility of work item filter dialog. |
| locApplyFilter | Local variable to control if selected filters should be applied to work items. |
| locBackNavigation | Local variable to capture if navigation to Projects Screen is by going back from About Screen or Settings Screen. |
Work item display execution details
Select a project in the projects gallery results in two things (these are defined in the OnSelect of galProjects):
First, the selected project gets stored in gblProject.
Second, all Project Work Items that look up to this project get added to a collection colWorkItems.
The above steps also happen in the OnVisible of the Project Screen so that the list of work items for the first project in galProjects is displayed without the need to select on the project when a user is navigated to the Projects Screen for the first time. Loading of work items does not happen in subsequent navigation to the Projects Screen by going back from About Screen or Settings Screen. This is controlled by locBackNavigation.
The default sort by column (locSortWorkItemBy) is set to eta (Target) and the default sort order (locWorkItemSortOrder) is set to true (that is, Ascending). These are set in the OnVisible property of the Projects Screen.
There are 7 buttons that are headers for the work items gallery (galWorkItems) – Work Item, Milestone, Category, Priority, Assigned to, Target, and Status. Select any of these updates the locSortWorkItemBy variable to define the appropriate sort by column and also toggles the sort order from ascending to descending or vice versa by updating locWorkItemSortOrder.
The sort order is indicated by a down arrow image (imgSortWorkItem). Based on the sort by column, its X position changes. This prevents using one image per header. Based on the sort order, its ImageRotation property changes. This prevents using one image for ascending order and one for descending order.
The headers and their associated labels within the work items gallery have their visibility based on the width of the container width. For example, the visibility of the status header (btnStatusSort) is (Projects Screen.Size = ScreenSize.ExtraLarge || Projects Screen.Size = ScreenSize.Large) && Self.Width > 75
The labels for milestone, category, priority, and status within the work items gallery have their width set to a formula that allows the width of these labels to change based on their respective text.
imgWorkItemAssignedTo shows the image of the team member to whom a work item is assigned to and imgWorkItemAssignedToDefault shows the default image if the team member to whom a work item is assigned to, does not have an image
Select the search icon sets locShowSearchWorkItem to true. This makes the search box and an X icon visible. Typing in the search box does a search on colWorkItems using the Name field. Select the X icon sets locShowSearchWorkItem to false and hides the search box.
Select the filter icon sets locFilterWorkItems to true to show the filter dialog and sets locApplyFilter to filter to not apply filters until the user has confirmed.
conFilterWorkItems is the container that has all controls used for filtering the gallery of work items. There are five combo boxes, one each for Milestones, Categories, Priorities, Team Members, and Statuses. They are all multi-select. Once the values have been selected, selecting Apply sets locApplyFilter to true which in turn filters the work items gallery.
Deleting work items
This section explains the collections, variables, and execution details used when deleting work orders.
Work item deletion collections
The following collections are used when deleting work items.
| Collection name | Description |
|---|---|
| colWorkItems | Collection of all work items for the selected project. |
| colRemoveWorkItems | Collection of work items to be deleted. |
Work item deletion variables
The following variables are used when deleting variables.
| Variable name | Description |
|---|---|
| locDeleteWorkItems | Local variable to control visibility of work item deletion dialog. |
| locResetWorkItemCheckbox | Local variable to reset checkbox to select a work item for deletion. |
Deleting work items execution details
Select the checkbox in work item gallery header selects the checkbox for all work items within the gallery. This is controlled by setting the default value of the checkbox within the gallery to chkSelectAllWorkItems.Value.
The Reset property of the checkbox within the gallery is set to locResetWorkItemCheckbox. This variable is used to clear the checkbox when the user decides to cancel the deletion or when the user selects a project from the projects gallery.
The delete icon remains disabled until at least one work item is selected. Once enabled, select the delete icon sets locDeleteWorkItems to true that makes the delete work item dialog visible.
On the delete dialog, select I understand checkbox enables the delete button. The delete button first collects all items from the gallery that have the checkbox checked into a collection colRemoveWorkItems. Then colRemoveWorkItems is used to delete all the selected work items. And finally, colWorkItems is populated again with the list of work items related to the selected project (gblProject).
Editing a work item
This section explains the collections, variables, and execution details used when editing work items.
Work item editing collections
The following collections are used when editing a work item.
| Collection name | Description |
|---|---|
| colWorkItems | Collection of all work items for the selected project. |
| colWorkItemStatuses | Collection of work Item statuses. |
Work item editing variables
The following variables are used when editing work items.
| Variable name | Description |
|---|---|
| locEditWorkItem | Local variable used to control the visibility of the conEditWorkItem container. |
| locSelectedWorkItem | Local variable to store the work item that is selected. |
| locNewWorkItem | Local variable that denotes to the work item that was updated. |
Work item editing execution details
Select a work item in the gallery of work items (galWorkItems) displays the conEditWorkItem container whose visible property is controlled by the locEditWorkItem variable.
SelectSelect the Done button updates the details of the selected work item locSelectedWorkItem. The updated work item is stored in locNewWorkItem. The work items for gblProject are collected again in colWorkItems.
When one or more work item fields are updated, a record is created in the Project Activities table to record what the update was.
Creating a new project
This section explains the collections, variables, and execution details used when creating a new project.
Project creation collections
The following collections are used when creating a project.
| Collection name | Description |
|---|---|
| colNewProjectMilestones | Collection of milestones for a new project. |
| colProjectCoverColors | Collection of project cover colors. |
| colNewProjectTeamMembers | Collection of team members for the project to be created |
Project creation variables
The following variables are used when creating a project.
| Variable name | Description |
|---|---|
| locAddProject | - Local variable to control the visibility of the conAddProject container. |
| locMilestoneColorPicker | - Local variable to control the visibility of the galMilestoneColorPicker. |
| locShowProjectTeamAssignment | - Local variable to control the visibility of the project team assignment controllers (visible after Select Next). |
| locShowUsersGallery | - Local variable to control the visibility of the user gallery galAddTeamMembers. |
| galAddTeamMembers | - local variable to store the selected user's name. |
| locNewProject | - local variable to store the newly created project. |
Project creation execution details
A New Project can be created by Select the + New Project button on the conProjectList container.
Select the + New Project button sets locAddProject to true thus displaying the conAddProject container. It also adds 3 milestones by default to colNewProjectMilestones and adds the current user as a team member to colNewProjectTeamMembers.
The gallery galAddMilestones displays the list of milestones using colNewProjectMilestones.
Select the color button (btnMilestoneColor) sets locMilestoneColorPicker to true thus displaying the galMilestoneColorPicker gallery that has a list of cover colors (colProjectCoverColors).
Select the desired color updates the milestone color and sets locMilestoneColorPicker value to false.
Select the close button sets locMilestoneColorPicker to false thus hiding the galMilestoneColorPicker gallery.
Select the trash can icon next removes the milestone from colNewProjectMilestones.
Select + Add a Milestone creates a new milestone and adds it to colNewProjectMilestones along with resetting the galAddMilestones gallery. The control is reset so the gallery scrolls down to the newly added milestone (the Default property of galAddMilestones helps achieve this behavior).
Select the close button sets locShowProjectTeamAssignment and locAddProject to false hence hiding the conAddProject container.
Once the required details are filled, Select the Next button sets locShowProjectTeamAssignment to true and locAddProject to false thus displaying the team member assignment section.
The search box can be used to search for team members. As soon as an input it provided, the value of the locShowUsersGallery is set to false thus hiding the user gallery and displaying the results based on the provide input.
Selecting a new user updates locUserPrincipalName and adds the selected user to colNewProjectTeamMembers.
Select the delete icon removes the user from colNewProjectTeamMembers.
Select the back button sets the locShowProjectTeamAssignment to false thus hiding the user assignment fields.
Select the create button sets locShowProjectTeamAssignment to true and locAddProject to false. It also creates a new Project record and associated Project Milestone and Project Team Member records.
Creating a new work item
This section explains the collections, variables, and execution details used when creating a new work item.
Work item creation collections
The following collections are used when creating work items.
| Collection name | Description |
|---|---|
| colWorkItems | Collection of all work items for the selected project. |
Work item creation variables
The following variables are used when creating work items.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locAddWorkItem | Local variable to control the visibility of the conAddProject container. |
| locNewWorkItem | Local variable to store the newly created work item. |
Work item creation execution details
Select the + New Work Item button sets locAddWorkItem to true that displays the conAddWorkItem container.
Once all the details are entered selecting the Create button creates a new work item and sets locAddWorkItem to false thus hiding the conAddWorkItem container.
The newly created work item is stored in locNewWorkItem and is added to colWorkItems.
A new update also gets automatically created to log the creation of the work item.
About screen
This section explains the collections and execution details used by processes in the about screen
Detailed steps
Selecting the back button on the conNavigtion_About container navigates back to the Project Screen.
Selecting the Customize using Power Apps button on the conHeader_About container opens Power Apps tool link in Microsoft Teams.
There are help links available in the galAbout_HelpLinks gallery.
Select the Learn how to customize this app button navigates to an external link that explains on how to make customizations on the app.
Select the Send us your ideas button navigates to an external link where ideas can be posted for the Milestones app.
Select the Engage with community button navigates to the Power Apps Community.
The conAbout_AppVideo container contains the video link that provides an overview of the Milestones app.
The gallery galAbout_OtherApps contains the links to other Microsoft apps.
Select the View app button navigates to the app page in the Microsoft Teams app store.
Select the App Overview button navigates to the App overview video on YouTube.
The conAbout_Version gives information about the app versioning.
Project Settings screen
This section explains the collections, variables, and execution details used by processes on the setting screen.
Displaying the list of milestones for a project
This section explains the collections, variables, and execution details used when milestones are viewed.
Milestone display collections
The following collections are used when displaying milestones on the settings screen.
| Collection name | Description |
|---|---|
| colProjectMilestones | Collection of all milestones for the selected project. |
Milestone display variables
The following variables are used when displaying milestones on the settings screen.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locDefaultProjectMilestone | Local variable to store the default milestone used to reset the milestones gallery. |
Milestone display execution details
Milestones of the selected project (gblProject) on the Projects Screen get added into colProjectMilestones in the OnVisible of the Settings Screen.
The first milestone from colProjectMilestones is stored in locDefaultProjectMilestone so it is the milestone that is selected by default.
Select any other project in galProjects_Settings stores the selected project in gblProject. Then all milestones that look up to this project get added to colProjectMilestones.
Editing milestones
This section explains the collections, variables, and execution details used when milestones are edited.
Milestone edit collections
The following collections are used when editing milestones from the settings screen.
| Collection name | Description |
|---|---|
| colProjectMilestones | Collection of all milestones for the selected project. |
| colProjectCoverColors | Collection of project cover colors. |
Milestone edit variables
The following variables are used when editing milestones from the settings screen.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locEditMilestoneColorPicker | Local variable to control the visibility of the color picker. |
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
Milestone edit execution details
Select the color sets locEditMilestoneColorPicker to true displays the color picker gallery galEditProjectMilestoneColorPicker.
The Default property of galEditProjectMilestoneColorPicker is set to the color of the milestone based on the current Teams theme. This makes the tick mark icon visible on the current milestone color as its visibility is set to ThisItem.IsSelected.
Select galEditProjectMilestoneColorPicker sets locEditMilestoneColorPicker to false and locSettingsChanged to true.
Select the Save button saves all the changes on the Settings Screen. Specifically, for milestones, the existing milestones are filtered based on the condition that their ID field is not blank (which means they are existing records in the Project Milestones table) and are updated using a Patch statement.
Updating milestone colors happens in the following way:
If the current Teams theme is dark, the dark mode colors are presented to the user. So, Color column is updated by doing a lookup to colProjectCoverColors to find the default mode equivalent of the color selected by the user. The Color Dark column is updated with the color selected by the user.
If the current Teams theme is default, the default mode colors are presented to the user. So, Color column is updated with the color selected by the user. The Color Dark column is updated by doing a lookup to colProjectCoverColors to find the dark mode equivalent of the color selected by the user.
Adding milestones
This section details the collections, variables, and execution details used when milestones are added.
Milestone creation collections
The following collections are used when a milestone is added from the settings screen.
| Collection name | Description |
|---|---|
| colProjectMilestones | Collection of all milestones for the selected project. |
| colProjectCoverColors | Collection of project cover colors. |
Milestone creation variables
The following variables are used when a milestone is added from the settings screen.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locDefaultProjectMilestone | Local variable to store the default milestone used to reset the milestones gallery. |
Milestone creation execution details
Select the + New Milestone button adds a new milestone to colProjectMilestones. It also updates locDefaultProjectMilestone with this new milestone. The Reset function is then called on galEditMilestones to scroll it to the most recently added milestone.
Select the Save button saves all the changes on the Settings Screen. Specifically, for milestones, new milestones are filtered based on the condition that their ID field is blank (which means they do not exist in the Project Milestones table) and are created using a Patch statement.
The colors for the new milestones get set in the following way:
If the current Microsoft Teams theme is dark, the dark mode colors are presented to the user. So, Color column is updated by doing a lookup to colProjectCoverColors to find the default mode equivalent of the color selected by the user. The Color Dark column is updated with the color selected by the user.
If the current Microsoft Teams theme is default, the default mode colors are presented to the user. So, Color column is updated with the color selected by the user. The Color Dark column is updated by doing a lookup to colProjectCoverColors to find the dark mode equivalent of the color selected by the user.
Deleting milestones
This section explains the collections, variables, and execution details used when milestones are deleted.
Deleting milestone collections
The following collections are used when milestones are deleted.
| Collection name | Description |
|---|---|
| colProjectMilestones | Collection of all milestones for the selected project. |
| colProjectCoverColors | Collection of project cover colors. |
| colRemovedMiletones | Collection of a milestone on select of delete icon with respect to a milestone. |
Deleting milestones variables
The following variables are used when milestones are deleted.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locDeleteSettings | Local variable to control visibility of milestone deletion dialog. |
| locSettingType | Local variable to define the type of the setting. |
Deleting milestones execution details
Select the delete icon sets locDeleteSettings to true that makes the delete milestone dialog visible and adds the milestone that needs to be deleted to colRemovedMiletones.
On the delete dialog, checking the I understand checkbox enables the delete button. The delete button removes the selected milestone from the colProjectMilestones and removes the selected milestone from the Project Milestones table if the selected milestone has an ID (which means it is an existing record in the Project Milestones table).
Managing team members
This section explains the collections, variables, and execution details when a team member is added, edited, or removed.
Managing team member collections
The following collections are used when a team member is added, edited, or removed.
| Collection name | Description |
|---|---|
| colWorkItems | Collection of all work items for the selected project. |
Managing team member variables
The following variables are used when a team member is added, edited, or removed.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locDeleteProject | Local variable to control the visibility of the deletion warning screen. |
| locProjectToDelete | Local variable to store the project being deleted. |
| locTempNewSelectedProject | Local variable to temporarily store the new project to be selected once the current project is deleted. |
Managing team member execution details
Select the Delete project button sets locDeleteProject to true thus displaying conWarning_Project container.
Checking the I Understand checkbox enables the delete button.
Selecting Cancel sets locDeleteProject to false thus closing the warning dialog.
Selecting Delete results in the following actions:
The project to be deleted is first stored in locProjectToDelete.
The first project in the list of projects excluding the project being deleted is stored in locTempNewSelectedProject which in turn is used to update gblProject.
Once gblProject is updated, its work items are collected in colWorkItems.
The project stored in locProjectToDelete is then used to delete all related records that is, milestones, work items, activities, team members.
Once all related records are deleted, the project itself is deleted.
Deleting a Project
This section explains the collection, variables, and execution details used when a project is deleted.
Project deletion collections
The following collections are used when a project is deleted.
| Collection name | Description |
|---|---|
| colProjectTeamMembers | Collection of all project team members. |
| colRemovedProjectTeamMembers | Collection of team members to be removed. |
Project deletion variables
The following variables are used when a project is deleted.
| Variable name | Description |
|---|---|
| gblProject | Global variable to store the selected project. |
| locShowProjectTeamAssignment | Local variable to control the visibility of the project team assignment controllers (visible after selecting Next). |
| locShowUsersGallery | Local variable to control the visibility of the user gallery galAddTeamMembers. |
| galAddTeamMembers | Local variable to store the selected user's name. |
Project deletion execution details
Team members of the selected project (gblProject) on the Projects Screen get added into colProjectTeamMembers in the OnVisible of the Settings Screen.
Select any other project in galProjects_Settings stores the selected project in gblProject. Then all milestones that look up to this project get added to colProjectTeamMembers.
Entering a search text sets locShowUsersGallery to false and hides the user gallery and displays the results based on the provided input.
Selecting a user updates locUserPrincipalName and adds the selected user to colProjectTeamMembers.
Select the delete icon adds the team member to colRemovedProjectTeamMembers if they have an ID (which means they are existing records) and removes it from colProjectTeamMembers.
Select Save removes all records that are in colRemovedProjectTeamMembers from the Project Team Members table. All records in colProjectTeamMembers with a blank ID are created as new records in Project Team Members table and are related to the selected project gblProject.
Settings screen
This section explains the collections, variables, and execution details used by the processes in the settings screen
Displaying and editing categories
This section explains the collections, variables, and execution details used when a category is displayed or edited.
Category edit collections
The following collections are used when a category is viewed or edited.
| Collection name | Description |
|---|---|
| colCategories | Collection of categories. |
| colProjectCoverColors | Collection of project cover colors. |
Category edit variables
The following variables are used when a category is viewed or edited.
| Variable name | Description |
|---|---|
| locCategoryColorPicker | Local variable used to show and hide color picker when editing the color. |
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
Category edit execution details
Select the color sets locCategoryColorPicker to true, displaying the color picker gallery galCategoryColorPicker.
The Default property of galCategoryColorPicker is set to the color of the category based on the current Teams theme. This makes the tick mark icon visible on the current category color as its visibility is set to ThisItem.IsSelected.
Select galCategoryColorPicker sets locCategoryColorPicker to false and locSettingsChanged to true.
Select the Save button saves all the changes on the Settings Screen. Specifically, for categories, the existing categories are filtered based on the condition that their ID field is not blank (which means they are existing categories) and are updated using a Patch statement.
Updating category color happens in the following way:
If the current Teams theme is dark, the dark mode colors are presented to the user. So, Color column is updated by doing a lookup to colProjectCoverColors to find the default mode equivalent of the color selected by the user. The Color Dark column is updated with the color selected by the user.
If the current Teams theme is default, the default mode colors are presented to the user. So, Color column is updated with the color selected by the user. The Color Dark column is updated by doing a lookup to colProjectCoverColors to find the dark mode equivalent of the color selected by the user.
Adding categories
This section explains the collections, variables, and execution details used when a category is added from the settings screen.
Category creation collections
The following collections are used when a category is created.
| Collection name | Description |
|---|---|
| colCategories | Collection of categories. |
Variables involved
The following variables are used when a category is created.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locGlobalSetting | Local variable to store the global setting that was updated. |
| locGalleryDefaultCategory | Local variable used to set the default category value on the galCategories gallery. |
| galAddTeamMembers | Local variable to store the selected user's name. |
| locCoverChanged | Local variable to check if a project cover was changed. |
| locCustomImageSelected | Local variable to check if a custom image was uploaded for project cover. |
Category creation execution details
Select Add adds a new category to colCategories and updates locSettingsChanged to true indicating an update has been made on the Settings screen thus enabling the save button.
The gallery galCategories is reset using the Reset function to scroll the gallery to the newly added category.
Select the Save button creates new records in the Project Work Item Categories table for every record in colCategories with a blank ID.
Deleting categories
This section explains the collections, variables, and execution details used when a category is deleted from the settings screen.
Category deletion collections
The following collections are used when deleting a category.
| Collection name | Description |
|---|---|
| colCategories | Collection of categories. |
| colRemovedCategories | Collection of categories to be removed. |
Category deletion variables
The following variables are used when deleting a category.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locDeleteSettings | Local variable to control the visibility of the deletion warning screen. |
| locSettingType | Local variable to determine what record is being deleted. |
Category deletion execution details
Select the delete icon adds the selected priority record to colRemovedCategories and updates locDeleteSettings to true thus displaying conWarning_Settings container.
Checking the I Understand checkbox enables the Delete button.
Select Cancel sets locDeleteSettings to false thus closing the warning dialog.
Select Delete removes the selected category from colCategories and from the Project Work Item Categories table if it has an ID (which means it is an existing category).
Displaying and editing priorities
This section describes the collections, variables, and execution details used when a priority is viewed or edited.
Priority collections
The following collections are used when a priority is viewed or edited.
| Collection name | Description |
|---|---|
| colPriorities | Collection of priorities. |
| colProjectCoverColors | Collection of project cover colors. |
Priority variables
The following variables are used when a priority is viewed or edited.
| Variable name | Description |
|---|---|
| locPriorityColorPicker | Local variable used to show and hide color picker when editing the color. |
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
Priority execution details
Select the color sets locPriorityColorPicker to true thus displaying the color picker gallery galPriorityColorPicker.
The Default property of galPriorityColorPicker is set to the color of the priority based on the current Teams theme. This makes the tick mark icon visible on the current priority color as its visibility is set to ThisItem.IsSelected.
Select galPriorityColorPicker sets locPriorityColorPicker to false and locSettingsChanged to true.
Select the Save button saves all the changes on the Settings Screen. Specifically, for priorities, the existing priorities are filtered based on the condition that their ID field is not blank (which means they are existing priorities) and are updated using a Patch statement.
Updating priority color happens in the following way:
If the current Teams theme is dark, the dark mode colors are presented to the user. So, Color column is updated by doing a lookup to colProjectCoverColors to find the default mode equivalent of the color selected by the user. The Color Dark column is updated with the color selected by the user.
If the current Teams theme is default, the default mode colors are presented to the user. So, Color column is updated with the color selected by the user. The Color Dark column is updated by doing a lookup to colProjectCoverColors to find the dark mode equivalent of the color selected by the user.
Adding priorities
This section explains the collections, variables, and execution details used when adding priorities.
Adding priorities collections
The following collections are used when adding priorities.
| Collection name | Description |
|---|---|
| colPriorities | Collection of priorities. |
Adding priorities variables
The following variables are used when adding priorities.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locGlobalSetting | Local variable to store the global setting that was updated. |
| locGalleryDefaultPriority | Local variable used to set the default priority value on the galPriorities gallery. |
Adding priorities execution details
Selecting Add adds a new priority to the colPriorities and updates locSettingsChanged to true indicating an update has been made on the Settings screen thus enabling the save button.
The gallery galPriorities is reset using the Reset function to scroll the gallery to the newly added priority.
Selecting the Save button creates new records in the Project Work Item Priorities table for every record in colPriorities with a blank ID.
Deleting priorities
This section explains the collections, variables, and execution details used when deleting priorities.
Priority deletion collections
The following collections are used when deleting priorities.
| Collection name | Description |
|---|---|
| colPriorities | - collection of priorities. |
| colRemovedPriorities | - collection of priorities to be removed. |
Priority deletion variables
The following variables are used when deleting priorities.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locDeleteSettings | Local variable to control the visibility of the deletion warning screen. |
| locSettingType | Local variable to determine what record is being deleted. |
Priority deletion execution details
Select the delete icon adds the selected priority record to colRemovedPriorities and updates locDeleteSettings to true thus displaying conWarning_Settings container.
Checking the I Understand checkbox enables the Delete button.
Select Cancel sets locDeleteSettings to false thus closing the warning dialog.
Select Delete removes the selected priority from colPriorities and from the Project Work Item Priorities table if it has an ID (which means it is an existing priority).
Displaying and editing statuses
This section explains the collections, variables, and execution details used when viewing or editing statuses.
Status display and edit collections
The following collections are used when statuses are viewed or edited.
| Collection name | Description |
|---|---|
| colStatuses | Collection of statuses. |
| colProjectCoverColors | Collection of project cover colors. |
Status display and edit variables
The following variables are used when statuses are viewed or edited.
| Variable name | Description |
|---|---|
| locStatusColorPicker | Local variable used to show and hide color picker when editing the color. |
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
Status display and edit execution details
Select the color sets locStatusColorPicker to true thus displaying the color picker gallery galStatusColorPicker.
The Default property of galStatusColorPicker is set to the color of the status based on the current Teams theme. This makes the tick mark icon visible on the current status color as its visibility is set to ThisItem.IsSelected.
Select galStatusColorPicker sets locStatusColorPicker to false and locSettingsChanged to true.
Select the Save button saves all the changes on the Settings Screen. Specifically, for statuses, the existing statuses are filtered based on the condition that their ID field is not blank (which means they are existing statuses) and are updated using a patch statement.
Updating priority color happens in the following way:
If the current Teams theme is dark, the dark mode colors are presented to the user. So, Color column is updated by doing a lookup to colProjectCoverColors to find the default mode equivalent of the color selected by the user. The Color Dark column is updated with the color selected by the user.
If the current Teams theme is default, the default mode colors are presented to the user. So, Color column is updated with the color selected by the user. The Color Dark column is updated by doing a lookup to colProjectCoverColors to find the dark mode equivalent of the color selected by the user.
Adding statuses
this section explains the collections, variables, and execution details used when status values are added.
Adding statuses collections
The following collections are used when a status is added.
| Collection name | Description |
|---|---|
| colStatuses | Collection of statuses. |
Adding statuses variables
The following variables are used when a status is added.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locGlobalSetting | Local variable to store the global setting that was updated. |
| locGalleryDefaultStatus | Local variable used to set the default priority value on the galStatuses gallery. |
Adding statuses execution details
Selecting Add adds a new status to colStatuses and updates locSettingsChanged to true indicating an update has been made on the Settings screen thus enabling the save button.
The gallery galStatuses is reset using the Reset function to scroll the gallery to the newly added status.
Select the Save button creates new records in the Project Work Item Statuses table for every record in colStatuses with a blank ID.
Deleting statuses
This section explains the collections, variables, and execution details used when a status is deleted.
Collections involved
The following collections are used when a status is deleted.
| Collection name | Description |
|---|---|
| colStatuses | Collection of statuses. |
| colRemovedStatuses | Collection of statuses to be removed. |
Variables involved
The following variables are used when a status is deleted.
| Variable name | Description |
|---|---|
| locSettingsChanged | Local variable to store if a project setting has been changed or not. |
| locDeleteSettings | Local variable to control the visibility of the deletion warning screen. |
| locSettingType | Local variable to determine what record is being deleted. |
Deleting statuses execution details
Select the delete icon adds the selected priority record to colRemovedStatuses and updates locDeleteSettings to true thus displaying conWarning_Settings container.
Checking the I Understand checkbox enables the Delete button.
Select Cancel sets locDeleteSettings to false thus closing the warning dialog.
Select Delete removes the selected status from colStatuses and from the Project Work Item Statuses table if it has an ID (which means it is an existing status).
See also
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