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Dropdown Choice with an Automatic Reduction of Choices



I am trying to create a safety audit app for my factory that has 10 different work areas. What I would like to do is have a list of the 10 work areas that users can select to audit from a dropdown... easy enough so far.


What I would also like, is that as users complete audits, the list of the 10 different work areas decreases automatically. So that after six work areas have been audited, only four choices are left in the dropdown.


Lastly I would like the app/list to reset at the beginning of a new month.


Has anyone tried anything like this and could offer me some guidance? Thank you!


Check out your OnSelect/Opening of form, you still have first option of formula there, there was an alternate form there as well so will need to change it to the non-Month() version

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I don't understand then what you mean by the non-month version.


This is what I keyed in to my OnSelect/Opening from one of your earlier posts if my LastChecked column was just a number:

///In Set() Below, The LastChecked column I am filtering by is an actual Date column in Sharepoint, if your LastChecked column is just a number column then change it to Set(recordVar,(First(Filter('Std. Work Audit Schedule',Month(LastChecked)=Month(Today())))))


I see theres an error on my post you were referencing, I put same code twice. So make your onselect(open) of the form button


Set(recordVar,(First(Filter('Std. Work Audit Schedule',LastChecked<>Month(Today())))));

EditForm('Std. Work Audit');

Navigate('Std. Work Audit Screen', None)


That should set correct default starting, then maybe click on datacardvalue8, and show me its advanced tab on right, let's see if maybe the wrong column is displayed

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Alright, here is my Onselect:



And here is DataCardValue8:



I have a feeling it has to do with tying in to the choices column as your audit area. Just to test this try adding a column to your sp list. Call it AuditArea2, set it to single line of text, and be sure to have one row in your splist for each area, and set some of them to this months value (3) and some to like 1 and 2. Go back to your app, refresh datasource, save reload app, then goto your form and change the datacard that has the dropdown to look at/update AuditArea2 instead of previous 'Audit Area' hen click on your dropdown control and check in advanced that display and search fields show AuditArea2, and that the filter for items is still same. If that get's things working go ahead and keep that new column

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Ok that solution worked changing the column to a single line of text. 


Can you help me with what my OnSubmit function should look like so that it changes the LastChecked column in my splist, which is set to a number type? I think you touched on it earlier, but that was when we were still trying to do a PATCH function.



Currently when I am submitting it is just creating new records and not updating the existing record 🙂



In your launching of the form (little suitcase looking icon) I think you may have NewForm(), change it to EditForm()

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Eureka!! That did it, thank you so much @TheRobRush for helping me get this app functionality worked out. I learned a lot and thank you for sticking with me through it.

@TheRobRush , Is it possible to get the fields in my form to show up blank or with hint text when a user opens an audit? I know how to do this if it was a new form, but since my OnSelect  function from the browse screen is an edit form, I'm not sure how to make it work. I would like my dropdowns (audit area, auditor, operator, steps observed, etc.) to be blank or have hint text. This is what my form currently looks like when you open it:



try putting Blank() in the default maybe? Not sure if you can do that with edit or not. If you cannot just create a flow that runs on the 1st of every month in powerautomate and copies your history from that sharepoint list to an archived one (if you want historical records) and then clears all data that isn't LastChecked or the item name is what I would do

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