SharePoint Lookup Column Auto-populate from another list

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Posted on by tara123

Hi,

I have two SharePoint Lists-

One is called 'Workbook' and has the column 'Task Reference Number' which is a text field.

Second is called 'Workbook Diary' which also has the 'Task Reference Number' column but this is a lookup field and pulls values from the Workbook 'Task Reference Number' list. See below screenshot of the column setup.

What I want to do is be able to Autopopulate this so if there is a 'Task Reference Number' in the 'Workbook' list, then it will automatically populate the column in the 'Workbook Diary'.

I also want to display this in my form in Power Apps & in my gallery- currently users are having to manually remember which task they are writing an update for and then search for the Task Reference Number that is pulled from the lookup column, which may lead to entries being added for the wrong task.

Not sure if Power Automate is needed or whether I can do this in Power Apps.

I am using a Combo Box in Power Apps to select this task reference number currently. I have attempted to change the default for the card and the default selected items using a lookup but couldn't figure it out to work.

My items for the combo box are currently:

Choices('Workbook Diary'.TaskReferenceNumber). 
 
Any help would be greatly appreciated- thanks! 

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Building Power Apps

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Michael E. Gernaey 53,488 Super User 2025 Season 2 on at

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Hi @tara123

So I want to back up just a tad, as I will attempt to answer, but it would be nice to know the order by which things are created, which isn't explained, because above it looks like you expect the second (child) to be created by the user and them select the field which exists in the parent.

What is not clear is, if you have not selected a "look up row" for the Child to be linked too, how would (any code for that matter) know which one to auto assign?

What would be the logic?

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tara123 22 on at

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Hi @Michael E. Gernaey

Thanks for the response.

So, users add in a task reference number in the app which is the 'Text' column that is in the 'Workbook' SharePoint list & then the Workbook Diary is used after a task is created used to put in entries into a certain task (so linked on the task reference number).

I was hoping it would be possible to auto-populate the lookup column in the diary from what the 'Task Reference Number' was for the certain Task that was selected from the gallery.

Maybe I've got it confused and maybe it can't be done without already selecting the lookup!

There is also the Workbook Name column (Text again in the Workbook & then Lookup column in the Workbook Diary), so if this was selected manually beforehand from the Lookup column, would it then be able to auto-populate the task reference number from the Workbook list as there is a link already there?

Thanks!

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