Required:

• Office 365 subscription with user rights to create content in SharePoint and PowerApps
• Paper and pen or an app like OneNote to jot down your ideas.

Like all apps/software solutions, they are only as good as the process and willingness to use them, this example is like a digital log book for drivers but is more focused on what you do before and after you drive.

PowerApps can only be used by your staff who have a Office 365 license with your company account (i.e. they log into Office 365 using a company email), if you wish to use this for a site sign in register and/or by people other than your staff, you will need to have a device permanently onsite or you could consider using Microsoft Forms, Google Sheets, or Survey Monkey which creates a website form that anyone can use, see the Web Based Forms Tutorial for more info.
1. Figure out what you want to record; by brainstorming on paper first you'll hopefully avoid having to repeat steps or change things when you remember something. Editing and customising your PowerApp will be covered in a future tutorial.

1. Make a list of all the items you want to record as these will become your column headers, use guidance from the government trade association or your H&S advisor etc. For this tutorial I'll include several generic examples:

• Title
• Date
• Entry Made by
• Travelling To
• Travelling From
• Purpose of Trip
• Compliance
• Notes
• Attachments

2. Go through each of your items/columns and work out what time of information you are recording against the type of form items that are available. Sharepoint for example has (but not limited to):

• Date
• Text (single and multiple lines)
• Choices (single dropdown and dropdown that allow multiple selections)
• Sliders for numbers
• Yes/No (checkbox)
• Lookup and calculated (uses information from your site or list)

2. When recording Text try to use Choices as much as possible so that it's easier for the user and reduces errors, simple spelling mistakes or using different names makes filtering your responses harder later on. Some examples below:

• Date - Date
• Entry Made by - People (this example will only be used by our staff, use a text field if you don't know who will be using it)
• Travelling To - Choice (this example will mostly be used on selected sites, but free text can be used for other sites, you could consider using Locations to take advantage of GPS capabilities)
• Travelling From - Choice (same as above)
• Purpose of Trip - Choice free text allowed
• Compliance - Choice-multi-select (consult the governments guidance etc to 'flesh' this out.
• Notes - Free Text multiple lines
• Attachments - Attachments

3. Now go through each of your columns that will have Choices and list all the options they should have e.g. Purpose of Trip; Site Inspection / Meeting / Cold Call
4. Again go through your columns, this time marking which ones should be compulsory.

2. Next we'll create your SharePoint List

1. On your Main Page: choose (or create) a SharePoint site that you want to save the List to, for this example I'll be using the Communication Site that is created by default as that's where I save non-project specific data, depending on your company structure you may (for example) save it to a H&S site or if you're creating something for a specific project you might save it to that project's site.
2. On your SharePoint site: select the 'New' button, then select 'List'
3. On the Righthand sidebar: enter the name of the list, a description, and select or unselect if you want the list to show on the sites navigation, then select 'Create'
4. By default, the first column will be 'Title', this is a free text column and can be used to name the entry. to keep this tutorial simple we will use it, I'll create another tutorial for editing and removing columns.
5. On the List page: taking the info you created in Step 1, Select 'Add Column'
6. A Dropdown list will now appear: select the type of column
7. On the Righthand sidebar: enter the name of the column, then go through each of the settings making sure you select 'more options' as several important features are hidden otherwise, like making sure the column requires an entry and (for example) allowing multiple selections for Choices columns.
8. Repeat steps e - g for each column.
9. If you get an error that a column name is already in use (for example) 'Attachments' change the name or select 'hide/show column' when completing step f, then select the 'columns checkbox', then select 'apply'.
10. You can now create an entry by selecting the 'New' button on the tool bar, this will open a form on your right sidebar. I recommend you and your staff using/testing this until you are confident you have the columns right as it will avoid having to edit your PowerApp later. (editing will be covered in another tutorial)

3. Next we'll create, Publish and Share your Power App

1. On your List page: select the PowerApps button on the tool bar, then 'Create an app' from the dropdown
2. On the righthand sidebar: enter the name of your app e.g. 'Contact Tracing', select 'create'
3. After PowerApps has opened and completed creating your app you will see your app in the edit screen, Don't edit it as we want to save a version before you could accidentally break it. You can preview or test your app tho, Press the F5 key or select the 'Play icon' in the top righthand corner.
4. On the edit screen: select 'file' in the top right corner, then save in the side bar
5. On the left side bar: select 'save', (you probably don't need to enter a release description this time), then select 'save' and the next page will open
6. On the Publish Page: select the 'Publish' button, this will open a pop up box, select 'Publish' and the next page will open
7. On the Share Page: select the 'Share' button, this will open a sidebar
8. On the Select Users right side bar: enter the names or emails of the staff you want to use the app, then select the 'Share' button. Those users should then receive an email.

4. Using the App

1. Search 'Microsoft PowerApps' in the app store and Download
2. Sign in using your Office 365 account
3. Your new App should be there waiting for you.
4. Select the 3 dots to the right of your app icon, then select 'Pin to Home Screen' and follow the instructions to have an icon on your home screen.

I'll update this tutorial to include links to other tutorials as I create them

I'm happy to take a few questions if you give it a go, but the purpose of this is for you to do it yourself, if you're really stuck or are interested in getting your Quality Management system/documents sorted I'm available to work as a consultant, use the Contact Page to get hold of me.