Create the SharePoint lists

Create the two lists described above: Assets and Asset Movements.

Add several test assets before building the app.

Example:

AssetID: LT-0248
AssetName: Dell Latitude 5450
Category: Laptop
Status: Available
CurrentHolder: blank
CurrentLocation: Leicester Office

Create a phone canvas app

Create a new blank phone canvas app and connect:

• Assets
• Asset Movements
• Microsoft 365 Users if you want richer employee search

Build the following screens:

• scrHome
• scrScanAsset
• scrAssetDetails
• scrCheckOut
• scrReturn
• scrHistory

Add the Barcode reader control

Insert the Power Apps Barcode reader control on scrScanAsset.

Rename it:

brAsset

The Barcodes output contains the codes detected during the scan. To read the first result:

First(brAsset.Barcodes).Value

Find the scanned asset

Set the Barcode reader control's OnScan property to:

Set(
    varScannedAssetID,
    First(brAsset.Barcodes).Value
);

Set(
    varAsset,
    LookUp(
        Assets,
        AssetID = varScannedAssetID
    )
);

If(
    IsBlank(varAsset),
    Notify(
        "Asset not found.",
        NotificationType.Error
    ),
    Navigate(
        scrAssetDetails,
        ScreenTransition.Fade
    )
)

The first variable stores the QR-code value. The second retrieves the matching SharePoint asset.

Add a manual-code fallback

Add a Text input called:

txtAssetID

Add a button with:

Set(
    varScannedAssetID,
    Trim(txtAssetID.Value)
);

Set(
    varAsset,
    LookUp(
        Assets,
        AssetID = varScannedAssetID
    )
);

If(
    IsBlank(varAsset),
    Notify(
        "Asset not found.",
        NotificationType.Error
    ),
    Navigate(
        scrAssetDetails,
        ScreenTransition.Fade
    )
)

Display the asset details

On scrAssetDetails, show:

• varAsset.AssetID
• varAsset.AssetName
• varAsset.Category.Value
• varAsset.Status.Value
• varAsset.CurrentLocation

If CurrentHolder is populated, display the user's DisplayName.

If(
    IsBlank(varAsset.CurrentHolder),
    "Not currently assigned",
    varAsset.CurrentHolder.DisplayName
)

Control which action is available

The Check Out button should only be active when the asset is available.

If(
    varAsset.Status.Value = "Available",
    DisplayMode.Edit,
    DisplayMode.Disabled
)

The Return button can use the opposite rule:

If(
    varAsset.Status.Value = "Checked Out",
    DisplayMode.Edit,
    DisplayMode.Disabled
)

Build the employee selection

Add a people Combo box called cmbEmployee.

You can populate it from your chosen employee source, for example Microsoft 365 Users or an Employees SharePoint list.

Keep the selection single-user so that one clear holder is assigned to each asset.

Update the asset during check-out

Use Patch to update the current asset state.

Patch(
    Assets,
    varAsset,
    {
        Status: {
            Value: "Checked Out"
        },
        CurrentHolder: {
            '@odata.type':
                "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
            Claims:
                "i:0#.f|membership|" &
                Lower(cmbEmployee.Selected.Mail),
            DisplayName:
                cmbEmployee.Selected.DisplayName,
            Email:
                cmbEmployee.Selected.Mail,
            Department: "",
            JobTitle: "",
            Picture: ""
        },
        CurrentLocation:
            txtLocation.Value,
        LastMovementDate:
            Now()
    }
);

Write the movement history

Immediately after updating the asset, create a new history record.

Patch(
    'Asset Movements',
    Defaults('Asset Movements'),
    {
        Title:
            varAsset.AssetID &
            " - Check Out",
        AssetID:
            varAsset.AssetID,
        MovementType: {
            Value: "Check Out"
        },
        Employee: {
            '@odata.type':
                "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",
            Claims:
                "i:0#.f|membership|" &
                Lower(cmbEmployee.Selected.Mail),
            DisplayName:
                cmbEmployee.Selected.DisplayName,
            Email:
                cmbEmployee.Selected.Mail,
            Department: "",
            JobTitle: "",
            Picture: ""
        },
        MovementDate:
            Now(),
        Location:
            txtLocation.Value,
        Condition: {
            Value: ddCondition.Selected.Value
        },
        Notes:
            txtNotes.Value
    }
);

The movement table now retains the transaction even after the asset is later returned.

Add success confirmation

After both operations complete:

Notify(
    "Asset checked out successfully.",
    NotificationType.Success
);

Refresh(Assets);
Refresh('Asset Movements');

Navigate(
    scrHome,
    ScreenTransition.Fade
);

Build the return process

Returning the asset reverses the current-state values.

Patch(
    Assets,
    varAsset,
    {
        Status: {
            Value: "Available"
        },
        CurrentHolder:
            Blank(),
        CurrentLocation:
            txtReturnLocation.Value,
        LastMovementDate:
            Now()
    }
);

Then create another Asset Movements record with MovementType set to Return.

Add the asset history gallery

On scrHistory, insert a vertical Gallery and set its Items property to:

SortByColumns(
    Filter(
        'Asset Movements',
        AssetID = varAsset.AssetID
    ),
    "MovementDate",
    SortOrder.Descending
)

Display:

• MovementType.Value
• Employee.DisplayName
• MovementDate
• Location
• Condition.Value
• Notes

Add useful validation

Do not allow a check-out if no employee has been selected.

If(
    IsBlank(cmbEmployee.Selected.Mail),
    Notify(
        "Select an employee before continuing.",
        NotificationType.Warning
    ),
    /* Run check-out logic here */
)

Also validate:

• Asset status
• Location
• Required condition field
• Duplicate submission

Create QR labels

Each physical asset needs a QR label containing exactly the same value stored in AssetID.

For example:

LT-0248

Keep the encoded value short and stable. Do not encode volatile information such as the employee name or current status.

Test the mobile experience

Test the finished app on the devices employees will actually use.

Confirm:

• The QR code scans reliably
• The correct asset appears
• Unavailable assets cannot be checked out
• Person fields save correctly
• The movement record is created
• Returns clear the current holder
• History sorts correctly