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Populating forms based on previous entry from Sharepoint list

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Posted on by cpmhaitang

Hello,

I am creating an app that allows users to edit a dictionary page by entering updates into a Power App form that is linked to a SharePoint list.

Now, the important part is that every word of the dictionary should be able to be selected from a drop-down list, and when someone clicks on it, all the fields get populated with the previous Sharepoint list entry of that word.

For example, a user selects "mountain" (under the "words" Sharepoint list column) from the drop-down list and then all fields get populated with the latest entry from the Sharepoint list.

Thank you very much in advance.

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Building Power Apps

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WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang,

How many words are in the dictionary - you will be limited to searching on a maximum of 2,000 in a combo box drop-down. The only Delegable way you could search is with a Text Box using StartsWith() and then present all the words starting with what was typed in in a gallery for selection and display in a Form.

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cpmhaitang 55 on at

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Hi @WarrenBelz,
Thank you for your reply to my question. The dictionary contains business specific terms - which actually are 80 terms at the most.
WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang ,'

With 80 items, you can use a Combo Box and ensure "Allow searching" is turned on.

You can then do a Lookup on the combo box selected item - assuming Words is the lookup field and you are using a form, the DataSource of the Form would be the List and the Item would be

LookUp( YourListName, Words=YourDropdownName.Selected.Words )

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cpmhaitang 55 on at

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Hi @WarrenBelz,
Since each Word will have multiple entries over time, how should the LookUp be set up so that it brings the only the latest entry? It should also take into account that the entry needs to be approved from the Flow (using a Status column with approved/rejected choices)?
WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang ,

You would do something like this

With( { wList: Sort( Filter( YourListName, Status="Approved" ), Modified, Descending ) }, LookUp( wList, Words=YourDropdownName.Selected.Words ) )

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cpmhaitang 55 on at

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Hi @WarrenBelz,

An error appeared when I tried out the formula. Could you please look for what I did wrong here?

I've already tried add .Value to Status.
WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang ,

What is the error?

The syntax structure is valid providing the field value references are.
WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang ,

Just checking if you got the result you were looking for on this thread. Happy to help further if not.

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cpmhaitang 55 on at

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Hi @WarrenBelz,
Sorry for the delayed response. The error is an invalid argument type. I can't seem to find cause of this.
I suspect that the reference to the dropdown is incorrect. Should it refer to the combo box? The dropdown in the formula is a combo box called DataCardValue2. Please see image attached.
WarrenBelz 156,720 Most Valuable Professional on at

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Hi @cpmhaitang ,

You are referring the card to itself (DataCardValue2) - that will not work.