On new form, set fields from previous entry from a dropdown selection

[CathyT]

Hello

I have a SharePoint list form that I am trying to update from SharePoint classic to modern. When a new form is opened, when the user selects a Resource from a dropdown, I need certain fields to set to the previous items entries. In SharePoint classic I accomplish this with a data connection and query. I can't figure out how to do it in SharePoint online.

This is my form:

When the user creates a new item, and selects the Resource from the dropdown, I need the Previous Date Time field to populate to the Stop Date Time from the previous record entered for the specific resource that was selected. I also need the Resource Code and TR No to populate to what was entered in the previous record for the specific resource that was selected.

I am very new to the new SharePoint version but very comfortable with the older version.

I believe I need to enter a formula into the Item default, but need help please.

[vivekravi]

Hi,

Are you integrating your SPList with PowerApps?

Can you try using a lookup formula to show the required items?

Probably need more details to better understand your requirements.

[v-qiaqi-msft]

Hi @CathyT,

Have you solved your problem?

Do you want to populate some fields based on resource selected?

You could only achieve this in Power Apps, publish this changes and go back to SharePoint form.

If each resource from the dropdown represents a special record, I think you could retrieve it by following steps:

1). Set the DefaultDate property of the DatePicker corresponding to the Previous Date Time field as below:

If(EditForm1.Mode=FormMode.New,LookUp(list,Resource.Value=DataCardValue5.Selected.Value).'Previous Date Time')

2). Set the Default property of the Hour dropdown:

If(EditForm1.Mode=FormMode.New,Text(Hour(LookUp(list,Resource.Value=DataCardValue5.Selected.Value).'Previous Date Time'),"00"))

3). Set the Default property of the Minute dropdown:

If(EditForm1.Mode=FormMode.New,Text(Minute(LookUp(list,Resource.Value=DataCardValue5.Selected.Value).'Previous Date Time'),"00"))

Then repeat the above steps for the Stop Date Time data card.

To Resource Code and TR No to populate, you just need to refer to the mentioned LookUp() formula.

[CathyT]

Hello, yes, I am. I created the list in SharePoint and am customizing the form in Power Apps.

[vivekravi]

Hello @CathyT ,

Have you tried what qiaqi mentioned?

[CathyT]

Hi Qi,

When I try to enter the formula in the Default Date for Previous Date Time, it isn't bringing up EditForm as an option as I type the formula. Is there something else I should try?

[CathyT]

I was able to get it to work!

[CathyT]

Hi Qi,

This solution worked for the next entry I made to the list, however, I need it to continually pull in the last Stop Date Time filtered by Resource every time a new entry is made. Does the formula need a sort added?

[CathyT]

I am still having issues with this. The formulas you provided are not consistently providing the last item every time a new form is opened. When the new form is opened, the last item for the filtered by Resource descending in Resource Metrics need to populate. Please help.