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Display list items based on previous selection

Posted on 2013-01-25
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Last Modified: 2013-01-28
Hi

I have  about 10 different users entering data on about 15 different items. I would like it so that the user picks their name from a drop down list, and then the items specific for that person to fill out appear. I need this because some users have two items to fill out and others have 5-10 items.

It could look something like this: if user is H1 then they will see items in the list type1 through type 2

User            Display
H1            Type1
            type2
            Type3

If user is H2 then they should have
User: Display
H2        Type4
        Type5
        Type1


What lists do I need? how to join them? and then how to get this all to work together. I am new to sharepoint, so don't assume I know too much.

I have access to infopath forms and sharepoint designer..

Thanks
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Question by:Diaphanosoma
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Expert Comment

by:clayfox
ID: 38819667
I would create a list called Item responsibility

It has fields Item and User
You can make the user a people selector

you would then fill out all of the items and who is responsible.
If more than one person is responsible for an item make a record for each.

Then in your other form create a data connection to the list.

In your item selector, link to the Item responsibility list data.
Add a filter that username() = user field in list.

Then they will only have the items shown that they are linked to in the list.
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Author Comment

by:Diaphanosoma
ID: 38819904
A bit lost. See my comments/ questions in italics.

I would create a list called Item responsibility  OK

It has fields Item and User  OK
You can make the user a people selector  ??

you would then fill out all of the items and who is responsible.
If more than one person is responsible for an item make a record for each.  OK

Then in your other form create a data connection to the list.  What other form? I assume you mean list. If so, how exactly do I create this link?

In your item selector, link to the Item responsibility list data. Is there now a second link? How?
Add a filter that username() = user field in list. Where does this filter get added, I haven't seen a filter choice in anything I've done yet

Then they will only have the items shown that they are linked to in the list.
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Accepted Solution

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clayfox earned 500 total points
ID: 38819961
When you make the field User in your list, you can choose the type to be a people selector.
This is built in to look up users and store their ID.

Ok, so this new list is a supplement to the original.

If you edit the 2nd list I guess in InfoPath designer.

Add a new data connection to receive from SharePoint and reference the first list.

Make your field a dropdown.
Go to properties and select external data  then choose your data connection to list 1.

You will then browse it and select the item field, but in the lower left of the window will be a filter button.
This is often missed by people.  www.infopathdev.com is another good resource for beginners
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Author Comment

by:Diaphanosoma
ID: 38820120
Making a bit of progress. I've connected the two lists together, but now the drop down list for a given user has multiple entries for one person, because a person is responsible for more than one item. The other problem is there is still no changing of the items displayed based on changes in the selection of the user
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Expert Comment

by:clayfox
ID: 38820264
In InfoPath 2010 there is a check box at the bottom of the properties to filter duplicates.

I assumed that you would use username() to identify the person opening the form and then just show them the list of items they are responsible for.

They would select one and then enter what ever else you are doing in this process related to that item.

If you want a user to select a person and then an item.
You would have 2 dropdowns, one to pick form the list of users.
Then the one we have been working on filtered by the person they selected.

This is called cascading dropdowns and there are tutorials on infopathdev.com
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Author Comment

by:Diaphanosoma
ID: 38820447
I think part of the problem is that I simplified the problem. What is really going on is  that I don't know exactly who is going to fill out the form, but when the person chooses the first drop down list that will identify their company, and then based on that company they only have a few items to fill out.
So the logic is once a person logs on, they select the list to enter their info. Once they "Chose Acme Corp." eg, they have to fill out items 1 through 5. If the person chooses  "XMass Corp." then they will be presented with the items say 5 through 10.

Thanks,

Bruce
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LVL 28

Expert Comment

by:clayfox
ID: 38822038
Ok, so company rather than person.

Don't need the people picker then.

You would have the company selector and then the cascading item selector.

One issue is that since SP is flat, you can only do one record at a time.

May want a library form if you want the user to create a list of items per session.
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Author Comment

by:Diaphanosoma
ID: 38827942
Yeah, I'm surprised this is so difficult. I am going to get around this problem by having mulitple lists and instruct the users to use their own lists. I just don't have the time or skills to figure this out.

Thanks,

Bruce
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