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Auto populating a field in a sharepoint list

Posted on 2009-06-30
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Last Modified: 2012-08-14
How do I auto populate a field on one list based on an item entry in another? I have two lists, lets just call the first list DepartmentList and the second list TaskList (both are just custom lists).

DepartmentList will be the list used to pull data from and it contains: Title, Assigned To, Team (Column type for Title and Team is Single line of text, Assigned To is People or Group)

An example value to be entered into this list - IT Support , John Smith, IT

TaskList contains: Task Name, Start Date, End Date, Due Date, Assigned To, Team (Column Type for Title and Team is Single line of text, Assigned To is People or Group, and the others are just Date and Time)

All I need is a simple out of the box solution (if any) to auto populate the Team column when a person is selected for the Assigned To field. Example, If I was to enter John Smith for the Assigned To field, the Team column within TaskList will auto populate with the value of IT.

Also, we'll need to ensure that if the value within the Team column has changed, the values within TaskList is also updated with those changes.

We're using WSS 3.0 if that makes any difference.

Thank you in advance.
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Question by:vithal_m
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GreatGerm earned 500 total points
ID: 24753885
There's no true oob solution for this.  You can use a workflow to handle this for you and have it do a lookup on DepartmentList based on what is selected during the entry then copy the corresponding value to the Team column of the new item. You can set workflows to fire on create and/or on change (and/or manually).  You will need at least SharePoint Designer to accomplish this, but it's free (http://office.microsoft.com/en-us/sharepointdesigner/FX100487631033.aspx).  Also look on that page for links, with pictures, on workflow creation and if you have any questions about this specific workflow please respond here.
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by:vithal_m
ID: 24760760
GreatGerm: Thanks for your reply, however i'm still unable to find an acceptable solution when it comes to workflows in SPD as I am still unable to link both lists together to get the functionality as mentioned in my original post. What are your recommendations?

Things to consider:
DepartmentList is essentially a short list of users (approx 11 entries) and their associated teams (there are three different values to represent each team).
Each task needs to be assigned to a user, and ideally I would like the Team column to be auto populated when a user has been chosen (so somehow this needs to reference the DepartmentList for this). My reasoning for this is that although I could have left the option to the user to decide which Team the Assigned To person belongs to (there are only three choices), people tend to make mistakes.
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Expert Comment

by:dsnider007
ID: 24899929
I am looking for this same solution. Please update. I am a SP newbee!
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Expert Comment

by:griffywiffy
ID: 25240395
Same here,

any help would be great. maybe a simple walk through in sharepoint designer.

thansk
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Author Closing Comment

by:vithal_m
ID: 31598255
I am unable to keep this question open as I need to post new questions.
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by:JWL5537
ID: 26341362
Was anyone able to find a solution?
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