Auto Populate Employee Information Based on Dropdown List

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Posted on by Gilby

Good Morning Everyone,

I'm a new user to PowerApps and I currently have the following scenario:

I have two SharePoint lists, one is named "Personal Action Tracking" this is list is where the employees information is entered:

Employee Name
Title
Office/Division

Each employee is assigned an Action#. The Action# is a combination of letters and numbers (Ex: 22-OSP-001)

The other list is named "Onboarding", where based on the "Action#" that is selected from the dropdown list, the Employee Name, Title, Office/Division information auto populates.

The issue I'm having is based on the formula I'm using below:

Distinct ('Personnel Action Tracking', 'Action#')

When I run the "Preview the app" in PowerApps there's only 1 Action# showing in the Dropdown list

Any information on how to fix this issue would be most helpful.

Thank You,

Gil

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Building Power Apps

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ArchitectMadhan 1,584 on at

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@Gilby , For your scenario, would like to suggest the below steps to follow.

1. You can have only one SharePoint list (Candidates) with all those 4 fields (Action#, Employee Name, Title, Office/Division) + Candidate status field (values in drop down: Submitted, In Interview Process, Selected, Rejected, On-Hold, Offer Released, and Onboarding Confirmed), Offer Release Date, Start Date.
2. You can create different SharePoint List Views for Candidates list: Candidates Profiles Submitted, Candidates In Interview Process, Candidates Offer Released, Candidates Ready for Onboarding.
3. Next thing is in PowerApps screen you can have a Gallery that is connected to data source "candidates" and select the Candidates Ready for Onboarding view. From there recruiters can filter the candidate and set the starting date.
4. In addition to that you can also implement a Power Automate Flow that would send email to respective approvers on change of Candidate Status.

Please accept it as a solution and give thumbs up, if it works for you.
v-qiaqi@microsoft.com Microsoft Employee on at

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Hi @Gilby,

Do you want to populate other Text input based on the selected Action#?

Could you please tell me that if this Action# exists in the 'Personal Action Tracking' or 'Onboarding'?

You refer to the 'Personal Action Tracking' in the Distinct() function, which returns only one option in the dropdown list, which means that 'Action#' in the'Personal Action Tracking' only has one unique value. This is not what you described that each employee is assigned an Action#, except that there is only unique employee in your 'Personal Action Tracking'.

Please just provide the screenshot of 'Personal Action Tracking' or 'Onboarding', show me how your configure the data.
Gilby 2 on at

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Hi @v-qiaqi-msft,

Yes the goal is to populate the other text input (Employee Name, Title, Office) based on the selected Action#.

The Action# is listed both on the 'Personal Action Trackin' and 'Onboarding' SharePoint lists (screenshots of both SharePoint pages are below).

Please let me know if there's any additional info you may need.

Thank You,

Gil