Is there a way to have a form using data from one SharePoint list update on another SharePoint list?

[bobbybob]

Hello,

I am trying to setup my app so that I can pull data from one SharePoint list but update another list once that data is entered. I have 2 lists created with the same columns but one has the data already entered and the other is blank. Basically I have a Form component with several dropdown menus for the user to choose from. Once they've finished selecting all the dropdown options I'd like for them to hit a button so a new entry can be documented on a separate list. I tried using a Patch but am fairly new at this and I don't know enough about patches to make it work. I'd appreciate any help I can get. 

Thank you

[RandyHayes · Accepted solution]

@bobbybob 

If you're using a Form, then you don't want to use a patch to your datasource for it.

The key is that your Form needs to be connected to the second list that you want the information to go into.

As for getting the information from the first list into the form, there you will patch the records together in the Item property of the form.

You will want to be selective about which columns you want to have in the form.  In other words, there are a lot of columns that come along for the ride with a SharePoint item (i.e. Created, CreatedBy, Modified, ID, Attachments, etc.) and none of these will work well by putting it into the new record.

You will need to have something to reference the list 1 item.  I will assume perhaps a gallery.

If so, then setting up your Item property will be something like this:

With(yourGallery.Selected,
    {ID: Blank(),
     Title: Title,
     Column1: Column1,
     Column2: Column2, 
     ...etc...
    }
)

It's a little painful to have to list out all the columns you want, but this will ensure you are not putting columns into the form record that will cause a problem.

Also, your form should be in Edit mode for this.  By nature of the fact that the ID is being set to Blank, once you submit, it will be creating a new record in the second list.

I hope this is helpful for you.

[bobbybob]

@RandyHayes 

Thank you for your response. Like I said I'm still pretty new to all this. Can you explain a little further? Am I able to save to a secondary list if I have a Form or do I need to convert to a Gallery? Do I need an ID?

[RandyHayes · Accepted solution]

@bobbybob 

A Gallery shows a table of records.  A Form edits or views a *single* record.

My understanding was that you would have a gallery of records from your first list - users would click on one of those records and then your form would show all of that data from the list 1 record in order to be edited/reviewed and then once submitted, the record would create a New record in the second list.

Is that what you are trying to do?

As for ID -ID is the primary key for SharePoint.  It is required if you are updating a record.  It is not (and not allowed) if you are creating a record.

[Drrickryp]

@bobbybob 

If you are creating a one to one relationship between lists, there needs to be a good question as to why.  A properly constructed database should not have the same data existing in more than one place.  

[RandyHayes]

@bobbybob 

@Drrickryp made me think...are you actually trying to duplicate the record in list 2, or are you just trying to make some record in your second to document the action?

I re-read your post and paused harder on this:

"Once they've finished selecting all the dropdown options I'd like for them to hit a button so a new entry can be documented on a separate list. "

[bobbybob]

@RandyHayes 

@Drrickryp 

I have a list (List A)of multiple options. For example it would have 3 columns (a number 1-20, a color, and an animal). The users selects a option for each of those dropdowns to create a unique variety of options for themselves. I would like to record this data on a new list for data purposes. I have all 3 columns from List A in a Edit form. Once the user selects their preferred options then save the data and it save to List B. Is this possible?

Also would it be easier or better to use an excel spreadsheet instead of SharePoint list? 

[RandyHayes]

@bobbybob 

So then you do want to copy the entire set of data!

First - NO stay away from Excel.  You are far better off with SharePoint.

To @Drrickryp 's point, the duplication of data from one list to another is going to do just that...duplicate it.  If you want a relationship between the two, then that is a better choice.

But if you are capturing uniquely generated data, then it is not really duplicated at that point and a relationship is not needed.

So, with that said...my original posts still remain what you need to do.  It will work as needed.

[bobbybob]

Ok thank you 👍