Use Value in Form1 as Default for Drop Down Box in Form2

[KaeSP]

Help!!

I have a form that is populated by a sharepoint column "Performance" (2023 Data) with multiple choices.  It is now in FormView Mode.

I have a second form that is in Edit Mode.  It needs to populate the "Performance" column in 2024 Data .  It's a drop down column.  

Here's what I need:  The Default for the 2024 Data Drop Down needs to be whatever the entry was for 2023 Data.  The three values are Exceeds, Meets, Needs.  If 2023 was Meets, the 2024 Drop Down should default to Meets.  It should be changed if necessary.

I have been at this one problem for 3 hours.  I skipped dinner.  I am pulling my hair out!  Any advice??

THANK YOU!

K

[DJ_Jamba]

Hi @KaeSP 

Just so I understand a bit more.
You need the first drop down in the form on the right to default to whatever is displayed in the Performance field in the form on the left?

If so, what is the name of the control that is displaying Exceeds Expectations in the form on the left?

[Amik]

@KaeSP - As I understand it so far:

You have two SharePoint Lists. "2023 Data" and "2024 Data".

Both lists contain a multi-choice field called "Performance". I am assuming both "Performance" fields contain exactly the same Choice values.

You have two Edit Form controls. "Form1" (on the left) is bound to a record in 2023 Data, and "Form2" (on the right) is bound to a record in 2024 Data.

What I do not understand:

The Edit Form control displays a single record from a data source. You have not made it clear which record from 2023 you want to look at in Form2.

You have also not made it clear whether the ComboBox control should display the selected choices in the "Performance" field for a specific record in 2023 Data if the Form is in New Mode or Edit Mode (I am assuming New).

Assuming you already have this all worked out already,  you need to update the DefaultSelectedItems property of the ComboBox control in Form2 is something along the lines of:

If(
    Form2.Mode = FormMode.New,
    LookUp(
        '2023 Data',
        ID = 2, //replace with whatever logic you're using to obtain the correct record
        Performance
    ),
    Parent.Default
)

[KaeSP]

Hi @DJ_Jamba!

You got it!  That card is called Performance_DataCard4 and DataCardValue264.  It corresponds with a field called Performance in the 2023 Data.  

On the left, the data comes from a Choices column in SP.  The Items field is Choices([@'2023Data'].Performance)

On the right, I am not using a Choices column in SP.  Instead, I've just set up the card as a DropDown and have listed out the options in Items.  

Thanks so much!

[KaeSP]

Hello @Amik !

Thanks for your reply.  Here are my answers to your questions:

What I do not understand:

The Edit Form control displays a single record from a data source. You have not made it clear which record from 2023 you want to look at in Form2.  In each case (Form1 and Form2) I am pulling from TemplateGalleryList1_1.  On the left, the formula under Item is LookUp('2023EmployeeGreatConvos', Email = TemplateGalleryList1_1.Selected.'Email Address')

On the right, the formula under Item is TemplateGalleryList1_1.Selected

You have also not made it clear whether the ComboBox control should display the selected choices in the "Performance" field for a specific record in 2023 Data if the Form is in New Mode or Edit Mode (I am assuming New).

Form2 is in Edit Mode, not New mode.  This is because the record already exists.  I tried pulling all of the 2023 data in via Power Automate prior to starting the forms, but it didn't work for all records.  So, now some records will have the data already and some won't.   

Thank you for your help!!!

[Amik]

@KaeSP - then the principle I provided earlier would be the same. Apply the below to the Default property of the DataCard (do not modify anything else).

LookUp(
    '2023 Data',
    Email = TemplateGalleryList1_1.Selected.'Email Address',
    Performance
)

However, you will need to clarify what should happen if the user wants to change the default options returned in the ComboBox and save different options back to 2024 Data (assuming you want users to be able to do this).

At present, the code above will always return the options from 2023 Data.

[KaeSP]

@Amik Thank you so much!!  I didn't realize it would revert back to the 2023 option.  How do I get it to save the choice for 2024?

THANK YOU!

[Amik]

@KaeSP - I just read your response to @DJ_Jamba.

My initial response assumed that both fields were multi-choice fields and did you not correct that assumption.

Assuming that the "Performance" field in Data 2024 is a Single Line Text field, I am guessing you added the DataCard for that field into your Form, and then embedded a ComboBox control into that DataCard.

On the DefaultSelectedItems property of the ComboBox, enter:

LookUp(
    '2023 Data',
    Email = TemplateGalleryList1_1.Selected.'Email Address',
    Performance
)

On the Update property of the DataCard, enter:

Concat(ComboBox1.SelectedItems,
       Value,
       ";"
)

There is no need to modify anything else. However, my other question is still relevant.

[Amik]

@KaeSP - the answer depends on your business rules/what you want to do.

I am going to assume that the ComboBox in Form2, by default, should display the Choice selections from 2023 Data if no data exists in the Performance field for that record in 2024 Data.

However, if there already is data in the Performance field in 2024 Data for that record, then Form2 should display those options in the ComboBox, and ignore the Choice selections from 2023 Data.

In the DefaultSelectedItems property of the ComboBox, use the below instead:

If(
    IsBlank(Parent.Default),
    LookUp(
        '2023 Data',
        Email = TemplateGalleryList1_1.Selected.'Email Address',
        Performance
    ),
    Split(
        Parent.Default,
        ";"
    )
)

[KaeSP]

@Amik- this is so helpful, thank you!  

I'm getting an error message, though.  When I use this formula: 

LookUp(
    '2023 Data',
    Email = TemplateGalleryList1_1.Selected.'Email Address',
    Performance
)

I get a message that the property on this control expects text values but that the rule produces record values.

I'm guessing there's a way to add ".text" somewhere or something, but I can't figure it out.  Any advice?