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susannarae
Helper III
Helper III

Filter dropdown choices based on previous input in Sharepoint form

Hi All,

 

I'm looking to filter the choices in a SharePoint dropdown PowerApp form based on the input of a room number: 

NameRoom Number
Sebastian RoodB104
Viola TaylorB104
Osiris JinxB111

 

If someone inputted 'B104' in the Room Number text box on the form, I'd like only Sebastian's and Viola's names to show up as choices in the dropdown for attendance reporting. This way teachers won't have to scroll through 100+ names to pick out the kids assigned to them to log their attendance. I'm attaching a screenshot of the basic framework I've got right now for a better visual; I have it set so the date and room number both autofill based on the top dropdown selections. Any and all help is greatly appreciated!

2 ACCEPTED SOLUTIONS

Accepted Solutions
LRVinNC
Resident Rockstar
Resident Rockstar

If I understand your plan, I think that design is going to give you fits.  I'm playing with a possible format that I think might be easier for you and for your user.  Here you select the classroom and specify the date.  A list of students pops up below.  The user checks the box if they were present and the attendance date is applied to their records automatically.  If they make a mistake and need to uncheck, the attendance record for that date is removed.

Attend1.jpg

Additional fields could be added but I just kept this simple.  You will need two lists no matter how you set up your app.  One still will only have the student and room number.  This gives your complete list of students in a classroom.  It will be the list used to create your dropdowns/combo boxes.  The second list will be similar to the one you have (although I will recommend a simplification), and will contain the detailed attendance records with one record per student/date attended combination.  If a student didn't not attend on a specific date, they will not have a record in this second file.  They will ALWAYS maintain the record in the first file as long as they remain in the class.  Does that make sense?

 

I have to go out for a few hours, but if you think this will be useful for you, I will cleanup what I put together a little bit when I get back and send you the app to play with.  

LRVinNC

------------------
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LRVinNC
Resident Rockstar
Resident Rockstar

OK.  The sample I worked up wound up slightly different to support two things:

1.  Your ability to easily add more fields

2.  The ability to see and correct the history for a student.  

 

I created two lists:  ClassRoster and Pontiac Attendance.  You will need to create/modify these two files.  You'll either need to change fields names in yours files to match the sample app or you'll have to change the sample app to match your field names.  I suggest the former at least to start.  You'll need to add all the classrooms and students eventually in ClassRoster.  For now I just included the 3 you listed above.  
Files.jpg

There are two screens - HomePage and ChildDetail. Here's how it looks.  On HomePage you select a classroom.  The list of students in that classroom is displayed.  Click on > to open the ChildDetail page.

Student1.jpg

Student2.jpg

The detail page displays the child's name and classroom at the top.  On the left is an attendance history.  When you add additional fields, you can add them to this gallery and display them as well as the date.  I just made it simple to start.  To report a new attendance date for a child, click the Report Attendance button and a form will open up on the right. 

Studen4.jpg

Right now it only includes two fields:  ChildID (which has visible set to false because the user doesn't need to see it)  and AttendDate.  You can add other fields to this form.  User clicks the save button and a new record is submitted for the date selected.  This isn't a sophisticated app.  It does check to see if there is already a record on file for the currently selected date.  If so, it shows an error message.  If not already on file, it adds the record.  There is a delete icon for each row that you can use to eliminate any erroneous reportings.  

Use the return button to go back to the HomePage to either select another student in the same classroom or select another classroom. 

 

Download the attached app and import it into your environment.  Here is info on importing the app:  https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/export-import-app 

I hope this helps you get past your problem and continue development on the app.  If this provided you the help you needed, I'd appreciate it if you would mark it as a solution.  Thanks and good luck!


LRVinNC

------------------
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17 REPLIES 17
LRVinNC
Resident Rockstar
Resident Rockstar

What you are looking for is a dependent dropdown.  Your field names will vary from this example but this should give you an idea of how to set it up.

 

I have two columns in a SP List, TestList.   Title contains the student's name and RoomNumber is self explanatory.

 

I have two dropdowns, Dropdown3 with the room number and Dropdown4 with the students.

In DropDown3, I use the Distinct function in the Items Property so that a RoomNumber is only displayed once.  If I didn't do this, B104, for example, would appear once for each student that was in that room.  The distinct eliminates the redundancies, leaving only one B104.

Then I go to Dropdown4 on the Properties tab.  I want to display Title (containing the student's name).  Then I click on Depends on... then I fill out the 4 choices to link the two dropdowns.  In the first pair, you'll notice that it says Result, not RoomNumber.  This is because of the use of the Distinct function.  This says to use the Result of that function.  When you fill out these 4 fields, it will automatically generate the correct syntax for the filter shown in the Items property of Dropdown4 (the lower middle image).  

If I select B104, I see only Viola and Sebastian.  If I select B111, I see only Osiris.

 

DD.jpg

LRVinNC

------------------
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WarrenBelz
Most Valuable Professional
Most Valuable Professional

Hi @susannarae ,

Firstly if your first dropdown Items are this

Sort(
   Distinct(
      YourListName,
      'Room Number'
   ),
   Result
)

Then the second drop down Items could be this

Sort(
   Filter(
      YourListName,
      'Room Number' = YourFirstDropDownName.Selected.Result
   ).Name,
   Name
)

which will sort both in alphabetical order.

 

Please click Accept as solution if my post helped you solve your issue. This will help others find it more readily. It also closes the item. If the content was useful in other ways, please consider giving it Thumbs Up.

Will this work in a Form on SharePoint as well?

Will this work in a Form on SharePoint as well? And if so, will I manually need to type in all the names? I can do that (especially as it'll save me a lot of time in the long run), but just wanted to confirm.

@susannarae The room numbers and names will come from your Sharepoint list.  If they aren't already loaded into a list, then you will need to type them in along with the room numbers.  Once those are loaded to the list, you'll be able to read that data to populate your two dropdowns.

 

 

LRVinNC

------------------
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I tried typing in the formula you provided, and it seems to be working right up until the '.Selected.Result' part, at which point it auto-underlines the entire thing in red and gives me an error code that reads 'The function 'Filter' has some invalid arguments.' It accepts it if I put in Value instead of Result, but I'm not sure where to input the names of who's in which class--or even if it's the right formula. I'm still somewhat new at PowerApps, and I'm sure it's something I'm overlooking, but I'm not sure what that something is!

LRVinNC
Resident Rockstar
Resident Rockstar

Can you post a screen shot of your code and error?  What is the name of your sharepoint list and the room and name columns in your list?

 

LRVinNC

------------------
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@LRVinNC Attached are screenshots of the error code with Result inputted, and one without an error code when 'Result' is replaced with 'Value.'

 

I'm also not sure how to connect the names to the specific room numbers; in my SP list they're all in one big dropdown (as I'd like them to all be exported to the same column). 

 

My list name is 'Pontiac Attendance', Room Number column is 'Classroom Number', and the children's names are choices under a column called 'Child's Name.'

LRVinNC
Resident Rockstar
Resident Rockstar

I see you are using a combo box rather than a dropdown, which is fine but will look slightly differently.  With a combo box, it will look like this.  The exact syntax is going to depend on what the field names are in your combo boxes.   What is the name of your room number dropdown or combo box?  Can you show me a screenshot of the properties for that control?

CB.jpg

As for setting up your data, what is the structure of your sharepoint list?  
For example, in my test it looks like this:
TestList.jpg

 

 

LRVinNC

------------------
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