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Using the Lookup Function to Auto Propagate form fields based on a selected user

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Posted on by Previsible

Hey there!

I am struggling to find a solution that works for what I'm trying to do

I have a SharePoint list that is updated using a Power App, the power app uses an employee lookup drop-down for an "Employee Name" field in the SharePoint list.

Ideally, I would like it so that when the employee name field is selected, IF their record exists in the SharePoint list: I want the existing form fields to be propagated with their existing data.

I know this means that I'd possibly need to have an OnChange control and then a LookUp for the information, but I am struggling to write the call out and make it work with my current knowledge/skills

Right now I'm playing with LookUp('IT Deskside Onboarding CheckList','Employee Name'.DisplayName = ????)

No matter what fields or information I try it doesn't seem to work.

I'm hoping the community might have some guidance in the right direction for me

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Building Power Apps

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Ami K 15,687 Super User 2024 Season 1 on at

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@Previsible - you will need to create a separate ComboBox outside of the EditForm control.

You can then apply the below to the Item property of your EditForm control:

LookUp( 'IT Deskside Onboarding CheckList', 'Employee Name'.Email = ComboBox1.Selected.Email )

Please be mindful if you have duplicate employees in your 'Employee Name' field, he LookUp function will return the first matching record.

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Previsible 70 on at

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Thank you so much! As soon as I set the form to edit after making these changes it worked like a dream!

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Previsible 70 on at

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Unfortunately now though, since the form is set to edit, when I view the form it shows:

"no item to display"

Do you happen to know how I would work defaults into this formula to avoid that?

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Ami K 15,687 Super User 2024 Season 1 on at

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@Previsible - irrespective of whether the Form Mode property is in View Mode or Edit mode, the "No Item to display" notification should only appear if the Item property cannot identify a record. If you select a person from that ComboBox, and the selected person exists in your SharePoint list, does the message continue to appear?

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Previsible 70 on at

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No, but I want the ability to submit new records as well as review existing, so not being able to do both is somewhat detrimental to what the app needs to do.

Approaching it from a different angle, would it be better to perhaps edit each form control with an IF statement?

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Ami K 15,687 Super User 2024 Season 1 on at

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@Previsible - then I would simply add a Button control into your Screen and on the OnSelect property, enter:

NewForm('Your Form')

And on the OnChange and OnSelect property of your ComboBox, enter:

EditForm('Your Form')

However, if we focused on what you're ultimately trying to do, why not simply add a Gallery control into your App and link it to the same data source as your EditForm.

On the OnSelect property of the Gallery control, you could use:

EditForm('Your Form')

And on the Item property of your Edit Form control, you can use:

Gallery1.Selected

You will still need to keep the New Form Button however.

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Previsible 70 on at

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The Gallery is really large and because I didn't develop the original underlying apps there are some things which aren't working correctly with the gallery callouts.

I believe with the departure of the previous BA this entire app will require an overhaul 😑

This was exactly what I needed though, thank you I appreciate it!

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