Drop Down List using a Lookup which is defined by a toggle field.

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Posted on by AdamH

567

Hi All,

Scenario I am looking at trying to solve:

I have a list of staff, some staff are mentors and some are instructors - or both mentor and instructor. This is defined in their record with a toggle value - for example:

Example Staff Record 1
- Mentor Field (toggle value=true)
- Instructor Field (toggle value=false)
Example Staff Record 2
- Mentor Field (toggle value=true)
- Instructor Field (toggle value=true)

Within ALL records, I have two drop down lists called Assessor and Mentor (Assessor being instructor)

If within a staff record, the Mentor or Instructor toggle is set to (true) - I want my drop down lists to be able to pick their names up as an option within my Assessor or Mentor drop down list.

I've looked at many examples (similar) to what I am looking to do, but I'm unable to find the right code for this.

Anyone have an idea?

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rubin_boer 4,843 Super User 2024 Season 1 on at

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hi @AdamH i may be getting this wrong. you have one list with three columns where two of the columns are mentor or instructor. You can filter your data two include where the two is true.

Filter(YourData, ColumnInstructor || ColumnMentor ) assuming the values are boolean.

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AdamH 567 on at

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Hi @rubin_boer

So my SharePoint list has several columns in it. Name, Grade, Email, Mentor, Assessor and so on.

ALL staff records have these columns but some staff are students - some are mentors ect.

IF a staff record has either Assessor or Mentor toggle field set to true, I want the 'Mentor Name' and Assessor drop down to pick this up as an option

As an example,
Mentor 1 staff record has Mentor Toggle on (true)
Student 1 staff record I can select drop down Mentor 1 as their mentor.

I hope that makes sense.

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rubin_boer 4,843 Super User 2024 Season 1 on at

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@AdamH ahh ok.

the combobox for Mentor will be Filter(YourData, YourMentorColumn) and

Assessor will be Filter(YourData, YourMentorColumn).

Both assumes the type of value in the list are boolean. in the event they are not set the condition the way you wish it to be. I will assume when the Mentor staff member is not a mentor that column will be blank in this case it will be like: Filter(YourData, !IsBlank(YourMentorColumn)) , every entry with something entered will be added. In the event the entries are either yes or no then the filter will be Filter(YourData, YourMentorColumn = "Yes")

I hope this helps, but i may still miss your requirement.

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AdamH 567 on at

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Hi @rubin_boer

I think your on to something here. I just need to confirm where this filter goes as these drop down fields are linked back to the SP list.

If I select the Mentor Name Data Card - Would i add the code into Default? At present Default has 'Thisitem. 'Mentor Name'

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AdamH 567 on at

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Just want to expand on this problem a little.

The Mentor Name Field (current drop down) that needs to display all the mentor names is setup as a choice field. Would this need to be set as a Single line of text field?

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rubin_boer 4,843 Super User 2024 Season 1 on at

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@AdamH is this what you looking for?

If so add the filter to the items of the dropdowns

Let me know if we moving into the same direction 😉

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AdamH 567 on at

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Yes I believe so - 😜

If I could just work that out 🙂

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AdamH 567 on at

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Hi @rubin_boer

It works to a degree, I get a warning but it also picks up data from another column, not sure why this is so.

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AdamH 567 on at

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@RandyHayes - Any ideas on this ?

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RandyHayes 76,299 Super User 2024 Season 1 on at

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@AdamH

Based on your statement : "I want my drop down lists to be able to pick their names up as an option within my Assessor or Mentor drop down list. " Is it simply that you want all staff that are instructors in the Assessor dropdown and all staff that are Mentors in the mentors dropdown?

If so, then you're on the right track. The only question I have is, what type of columns are Mentor and Assessor in your list?

As for it showing another column, you just need to set the Value that it displays to be the column you want.

After you work this through, you will just need to set this back to the underlying column and account for the current record value when editing the record. So, let's get known now...what are the columns for the datacards for your dropdowns? You mentioned Choice in one of your posts...is that the type of those columns?

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