Auto select values in a multi select listbox based on a single value selected in a dropdown field

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Posted on by joshieboy

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Hello,

I have a form that has a dropdown field and a multi select dropdown field. The dropdown field - fieldname: "Compliance Deliverable" has values like:

Tax Return
Annual Income
Budgets
Corporation Tax etc.

I want for example, when a user selects Tax Return from the first dropdown field, the multi select field - fieldname: "Reporting Agencies" - the relevant reporting agencies are auto selected. Some of the entries in the Reporting Agencies field are:

Ministry of Finance
Board of Inland Revenue
National Insurance Board
Integrity Commission

So as a basic example, if someone selects Tax Return, then Ministry of Finance and Board of Inland Revenue will auto select themselves. If they select Budgets, then Ministry of Finance and National Insurance Board and Board of Inland Revenue is auto selected. There are quite a few compliance deliverables, so once I understand how to implement two or three etc., I should be able to add to the respective formula to implement for all. Any guidance on how this can be achieved will be appreciated.

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v-mengmli-msft Microsoft Employee on at

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Hi @joshieboy ,

Could I understand that you want to set default selected items in one combo box according to another combo box?
Since I don't know the items of your two combo boxes, there is an example for your reference.
Combo box1:
Combo box2:

What we can see is that there is same id column in items of two combo boxes.
So we can use selected id in Combo box1 to autofill default selected items in comb2.
I think the Tax Return column should be items of your two combo boxes.

Rimmon

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joshieboy 519 on at

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Hello @v-mengmli-msft - sorry for not sending a screenshot before. Please see attached.
So as per attached, when a user selects a record from the dropdown on the left (Compliance Document/Deliverable dropdown) - say they select Annual Operating Budget, the dropdown on the right (Reporting Agencies), the respective agencies should auto select, eg: National Insurance Board, Board of Inland Revenue. Each dropdown value on the left have a relationship with one or more values in the dropdown on the right. The one on the left was setup as a dropdown, and the one on the right is a list box. Hope this helps.

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v-mengmli-msft Microsoft Employee on at

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Hi!
Could you please show me the items of drop down?
If you want to display multiple selections, you should replace right drop down with combo box. As far as I know, the drop down control can only show one selection.
Have you tried method I provided you? The logic is same, If you want to filter records in items according to specific value, there should be a column in items table which used to save the value.

Thanks for reading!
Rimmon

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joshieboy 519 on at

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Hi @v-mengmli-msft - I sent the values as an attachment in a previous post above. Resending here again with the explanation.
So as per attached, when a user selects a record from the dropdown on the left (Compliance Document/Deliverable dropdown) - say they select Annual Operating Budget, the dropdown on the right (Reporting Agencies), the respective agencies should auto select, eg: National Insurance Board, Board of Inland Revenue. Each dropdown value on the left have a relationship with one or more values in the dropdown on the right. The one on the left was setup as a dropdown, and the one on the right is a multi-select list box. Once I understand how to do a couple of them, I can add the formula for all. Hope this helps.

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v-mengmli-msft Microsoft Employee on at

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Hi!

I assume that there a column named Compliance Document/Deliverable in Items of right combo box and another column named Reporting Agencies.
Please try this:
DefaultSelectedItems of right combo box:
Filter(ItemsTable, 'Compliance Document/Deliverable' =LeftDropDown.Selected.Value/ColumnName) //ItemsTable is the code on items of combo box

Rimmon

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joshieboy 519 on at

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Hello @v-mengmli-msft
Thanks. There is no column in the right named Compliance Document/Deliverable. The items in the right are pulling from a data source in SharePoint called "Reporting Agencies" and the data shown is in the column "Agency" from the SP list. There are several items in the left dropdown as per the vertical scrollbar, and each item should be linked to one or more reporting agencies. So if I select "Audited Financial Statements" from the left drop down, specific agencies should be highlighted in the right - eg: Ministry of Finance (Investments Division), and Board of Inland Revenue (BIR) and National Insurance Board - so thats three items that need to be selected automatically from the right, when Audited Financial Statements from the left is selected. Similarly, another selection on the left like "Cash and Cash Equivalents" may only have one or two agencies on the right to be auto selected. The team is compiling what the relationships should be for each item selected on the left, which agency/agencies on the right should be auto selected, but the two above are some examples of what I am trying to achieve. Not sure if the Filter code above will do that, as it will not know which items need to be selected since there is no mapping in that formula. I am speaking from a place of not knowing, so your advice and guidance appreciated.

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v-mengmli-msft Microsoft Employee on at

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Hi @joshieboy ,

If you want to filter the items of right control (by the way, what's the control on the right?) based on the drop-down selected option on the left and auto selected, the data sources used by the two controls should be somehow related. For example, they have the same column to find and filter. Maybe you can provide some screenshots of the data source and code, it would be more helpful for me to understand.

Best regards,
Rimmon

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joshieboy 519 on at

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Hello @v-mengmli-msft
The control on the left titled "Compliance Document Deliverable" is a dropdown - fieldname Dropdown1_18, and is stored in a SharePoint List called Revised Governance Compliance Report. From this list, the fieldname "Document" is what is pulling from the data source to Dropdown1_18.

The field on the right titled "Reporting Agencies" is a List box - fieldname Listbox1_1, and is stored in a SharePoint List called Receiving Agency. From this list, the fieldname "Agency" is what is pulling from the data source to the Listbox1_1. I believe we need to create a relationship between Dropdown1_18 in Revised Governance Compliance Report with Listbox1_1 in the Receiving Agency list. Is this info. sufficient to offer better guidance? Thanks.

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joshieboy 519 on at

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Hello,
For most of the items in this - its actually a single record that needs to be selected and not multiple, so I ended up using a lookup field from the main dropdown and select the value required in the combo box once a value is selected from the dropdown, and also have a label showing all other values that need to be selected, should this be the case for the one off records, so the user can then select the other option from the list box that is missing.

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