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Need to pull unique values and show as drop down on a form

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Posted on by Emkay74

I am working with two SharePoint Lists List 1 and LIst2. in addition, i have an Excel file also that is located on a folder on SharePoint whose location is say Documents/ ABC/ Reports/datafile.xlsx

So, the 3 data sources are -

SharePoint Lists - List 1 and LIst2

Excel file (datafile.xlsx) Located at - Shared documents/ABC/Reports

(The reason why i decided to use an Excel file as my data source here is because this is a file that keeps updating and is a big list and is coming from a different source. So instead of having another SharePoint list, i decided to use it as is. Let me know if there is a better way to do this based on what I am going to write ahead please

Query 1

I have created a form using Editform from List 1 and would like one of the fields to show the unique values from Column X of the above Excel file as a drop down say Dropdown A.

I created that field column on LIst 1 as a text. When i add that field on the form how can i use it as a drop down for dynamic display of unique values from Column X of my excel file.

Query 2

Once I select an option from the first dynamic dropdown i want a similar display of another dropdown that would be conditional on the selection of the first dropdown

for example if i select A in the dropdown A, the second dropdown B will display all unique values related to A, if i do multiple selections in Dropdown A, it should show all unique values associated with the selected values in Dropdown A, in Dropdown B

Query 3

once these selections are done and i submit the form, the values so selected in both dropdowns are updated in Columns X and T of LIst 1

Any help would be appreciated.

Thanks

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Power Apps Pro Dev & ISV

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Mark Nanneman 991 Super User 2025 Season 2 on at

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You can try filtering a dropdown on a form by unlocking the control in the advanced tab, then editing the Items property. You can use a Filter function.

Example:

Filter(Choices([@'Approval Items'].'Choice Column'),cmb_filter_value.Selected.Value in Value)
Here I'm filtering the choices available to select by whatever value is selected in the combobox called "cmb_filter_value". You could change this to reference a value selected in a DataCardValue of another form if you wanted to.

Here I filter only choice options that contain a "3"

If I select an A from the first combobox, I filter the available options on the choice column to only those that contain an A

Just FYI I've found that submitting Forms can get a little tricky when you start customizing the cards on forms to do things like this, I prefer to just build my own forms with individual controls and use a "Patch()" function to save the data reliably.

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Using an Excel spreadsheet that you continually update can become problematic. If someone modifies the spreadsheet without observing the table range or if existing data is mistakenly altered such as the generated key, then you have a data integrity problem. Excel also has a maximum limit of 2000 rows for use with Power Apps.

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