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Power Platform Community / Forums / Power Apps / form drop down list fr...
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form drop down list from excel sheet A, but save selection into field of excel sheet B

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Posted on by 91

Hi,

 

following scenario: i have 2 excel lists -  a client list and order list. 

The client list has the basic data of each client and each client has unique data.

 

If i now want to add a new order into the orderlist, i want to have a dropdown field to chose the client name / number. This selection should then be saved in column "client name" of the order list. 

 

Im fairly new to this, would be great if you can point me in the right direction.

 

Thanks!

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  • Verified answer
    Drrickryp Profile Picture
    Super User 2024 Season 1 on at

    @Jasper1234 

         You are describing a one to many relationship between your lists. First of all, the relationship is defined by a primary key in the Client list and a foreign key in the Orders list. Ideally, this should be the ID from the client list.  I would assume at some point you are choosing a client from either a gallery or another control such as a dropdown or combobox that is bound to the Client list. I Assuming a dropdown,  it would need to be outside the form itself and its Items property would be Sort(Client, ClientName, Ascending).  Although the dropdown shows only one record in the list, all of the fields in the list can be referenced.  If your client number is unique and can not be reused if you remove the client from the list, I would use that since clients may have the same name, otherwise, I would recommend using the ID column of the Client list.  This is a hidden number that SharePoint automatically assigns but it can be referenced in the app.  In your Orders list, I would have a column called clientID that links the two lists.

         The scenario you are describing implies a new Order.  If you want to be able to edit existing orders, you will need to add another control that depends on which client is selected to show the existing orders.     

         The form should have the Datasource property Orders and the Item property, Lookup(Orders, clientID = Dropdown1.Selected.ID). In the form, there will be a card containing a textinput box control for clientID.  Set the Default property to Dropdown1.Selected.ID and then either hide the card or set its display property to disabled. This way, the user cannot change this value. 

    Addendum:  I just realized that you are using Excel and not SharePoint.  Excel does not automatically assign an ID to a table.  In that case you can use your client number instead.  However, it should not be reused If deleted or it will cause problems in the future. 

  • Jasper1234 Profile Picture
    91 on at

    @Drrickryp perfect, this helped me a lot to figure it out. 

     

    One thing - i built a form as described, the values save perfectly well in the order list and everything is fine. However, one small beauty problem -> the drop down lists always have entries. Even if i have another screen with a button with "NewForm(New_Order_Form; Navigate([@New_Order_Screen]); ScreenTransition.UnCover" i do not get an empty form to start with. It saves the entry as a new order no matter what, but how do i change the settings of the dropdowns to be empty at start? the default value is set to " " already, which i assume means "empty". 

     

    Thanks!

  • Drrickryp Profile Picture
    Super User 2024 Season 1 on at

    @Jasper1234 

    I'm not sure what you mean.  Could you post a screenshot please?

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