{"id":4209,"date":"2012-08-02T11:15:11","date_gmt":"2012-08-02T10:15:11","guid":{"rendered":"http:\/\/www.markwilson.co.uk\/blog\/?p=4209"},"modified":"2012-08-02T11:26:04","modified_gmt":"2012-08-02T10:26:04","slug":"creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column","status":"publish","type":"post","link":"https:\/\/www.markwilson.co.uk\/blog\/2012\/08\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm","title":{"rendered":"Creating a SharePoint calculated column that uses information from a lookup column"},"content":{"rendered":"<p>A few months ago, Klout suggested I knew something about SharePoint. I laughed at the time but the last few weeks have seen me spending far more time working on a couple of SharePoint-based systems than I would like, so maybe Klout is less of a measure of social influence than one of future gazing&#8230;<\/p>\n<p>&#8230;anyway, back to the point.<\/p>\n<p>SharePoint lists have the ability to include columns that are lookups from other lists. That&#8217;s really useful when building a system with several lists of related items, for example Technologies and Vendors. I use a lookup on Name from the Vendor list to populate the available entries for a Technology item&#8217;s Product Vendor column. \u00a0That&#8217;s all fine but I also have Product Family, Product Name and Product Version columns. And then there is a Similar Products column &#8211; for which Product Name is not a clear enough lookup &#8211; I need a combination of Product Vendor, Product Family (where present), Product Name and Product Version &#8211; For example a concatenation of Microsoft + Office + SharePoint Server + 2007.<\/p>\n<p>Creating a calculated column (Full Product Name) for the &#8220;in-list&#8221; (Product Family, Product Name, Product Version) is straightforward but certain column types (Lookup, Person, Group) are not available for calculated columns. I\u00a0believe\u00a0this is because they are based on internal SharePoint IDs, rather than the information displayed.<\/p>\n<p><a href=\"http:\/\/social.technet.microsoft.com\/Forums\/en-US\/sharepoint2010customization\/thread\/51c91de3-265f-4ba6-a89b-3dd7057e887b\/\">The workaround seems to be to create an additional text column and a workflow in SharePoint Designer that sets a value in this field<\/a>.<\/p>\n<p>The workflow (which I named Set Product Vendor) is a basic workflow with one step. That step has no conditions (i.e. it applies to all items) and an Update List Item action which updates the Current Item to set my new column (Product Vendor Plain Text) to the Technologies:Product Vendor value (<a href=\"http:\/\/social.technet.microsoft.com\/Forums\/en-US\/sharepoint2010customization\/thread\/94bd0b15-2084-407e-bb46-d54bb60463c5\/\">using the fx button to select<\/a>).<\/p>\n<p><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" class=\"alignnone\" title=\"SharePoint Workflow to take a lookup column entry and convert to a plain text value\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/sharepoint-workflow-lookup-plaintext.png?resize=480%2C398&#038;ssl=1\" alt=\"\" width=\"480\" height=\"398\" \/><\/p>\n<p>Now, when creating a new item the lookup is used to select an existing Product Vendor but the plain text version of the field can then be used for calculations, like the Full Product Name.\u00a0The formula for my Full Product Name column is:<\/p>\n<p><dirtycode:noclick>=IF([Product Family]=&#8221;&#8221;,[Product Vendor Plain Text]&#038;&#8221; &#8220;,[Product Vendor Plain Text]&#038;&#8221; &#8220;&#038;[Product Family]&#038;&#8221; &#8220;)&#038;[Product Name]&#038;&#8221; (version: &#8220;&#038;[Product Version]&#038;&#8221;)&#8221;<\/dirtycode> <\/p>\n<p>This is used to create a single line of text.<\/p>\n<p>The logic here is that a Product Family value might be empty. If it is, then I take the Product Vendor Plain Text value and add a space, if it&#8217;s not I take the Product Vendor Plain Text Value and the Product Family, adding spaces to separate, then (regardless of the previous condition), I add the Product Name and the Product Version (with some additional text around it).<\/p>\n<p>Unfortunately, whilst the workflow can be triggered manually for an item (which is what I did to test it), or on item creation\/update, there is no way to run the workflow on all of the existing items in a list. \u00a0But, like so many things in SharePoint, <a href=\"http:\/\/stackoverflow.com\/questions\/1060605\/start-a-workflow-on-items-that-already-exist\">this also has a workaround<\/a>. By viewing all items in SharePoint datasheet view and making a minor change to each one (for example adding an entry to a temporary column that can then be removed), this will update the item, triggering the workflow.<\/p>\n<p>The bonus of all of this is that I have now updated my Similar Products column to be a lookup on Full Product Name instead of Product Name and, because it works on the item IDs, the entries are now correct, with no data cleansing required on my part.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A few months ago, Klout suggested I knew something about SharePoint. I laughed at the time but the last few weeks have seen me spending far more time working on a couple of SharePoint-based systems than I would like, so maybe Klout is less of a measure of social influence than one of future gazing&#8230; &hellip; <a href=\"https:\/\/www.markwilson.co.uk\/blog\/2012\/08\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\" class=\"more-link\">Continue reading <span class=\"screen-reader-text\">Creating a SharePoint calculated column that uses information from a lookup column<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[218],"tags":[93],"class_list":["post-4209","post","type-post","status-publish","format-standard","hentry","category-technology","tag-sharepoint"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Creating a SharePoint calculated column that uses information from a lookup column - markwilson.it<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.markwilson.co.uk\/blog\/2012\/08\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Creating a SharePoint calculated column that uses information from a lookup column - markwilson.it\" \/>\n<meta property=\"og:description\" content=\"A few months ago, Klout suggested I knew something about SharePoint. I laughed at the time but the last few weeks have seen me spending far more time working on a couple of SharePoint-based systems than I would like, so maybe Klout is less of a measure of social influence than one of future gazing&#8230; &hellip; Continue reading Creating a SharePoint calculated column that uses information from a lookup column\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.markwilson.co.uk\/blog\/2012\/08\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\" \/>\n<meta property=\"og:site_name\" content=\"markwilson.it\" \/>\n<meta property=\"article:published_time\" content=\"2012-08-02T10:15:11+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2012-08-02T10:26:04+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.markwilson.co.uk\/blog\/images\/sharepoint-workflow-lookup-plaintext.png\" \/>\n<meta name=\"author\" content=\"Mark Wilson\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:site\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Mark Wilson\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\"},\"author\":{\"name\":\"Mark Wilson\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"headline\":\"Creating a SharePoint calculated column that uses information from a lookup column\",\"datePublished\":\"2012-08-02T10:15:11+00:00\",\"dateModified\":\"2012-08-02T10:26:04+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\"},\"wordCount\":602,\"commentCount\":6,\"publisher\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"image\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/images\\\/sharepoint-workflow-lookup-plaintext.png\",\"keywords\":[\"Microsoft SharePoint\"],\"articleSection\":[\"Technology\"],\"inLanguage\":\"en-GB\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\",\"url\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2012\\\/08\\\/creating-a-sharepoint-calculated-column-that-uses-information-from-a-lookup-column.htm\",\"name\":\"Creating a SharePoint calculated column that uses information from a lookup column - 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The thing about SharePoint is that even non-developers like me can string together a few webparts and lists to create something\u2026","rel":"","context":"In &quot;Technology&quot;","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":3915,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/05\/more-sharepoint-shenanigans.htm","url_meta":{"origin":4209,"position":1},"title":"More SharePoint shenanigans","author":"Mark Wilson","date":"Friday 18 May 2012","format":false,"excerpt":"This week, I'ave mostly been working in SharePoint (those of a certain age may spot the reference to\u00a0Jesse from the Fast Show?) 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I\u2026","rel":"","context":"In &quot;Technology&quot;","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/sharepoint-review-date-calculated-value.png?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":4653,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/12\/sharepoint-datasheet-mode-crashes-internet-explorer.htm","url_meta":{"origin":4209,"position":3},"title":"SharePoint datasheet mode crashes Internet Explorer","author":"Mark Wilson","date":"Friday 7 December 2012","format":false,"excerpt":"Back in the summer I wrote about creating dashboards in SharePoint using some borrowed JavaScript in a webpart to display calculate columns of HTML. \u00a0I needed to create another dashboard recently, so I reused my old technique but then, today, I found that I could no longer edit my list\u2026","rel":"","context":"In &quot;Technology&quot;","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":4297,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/08\/setting-a-blank-value-in-a-sharepoint-workflow.htm","url_meta":{"origin":4209,"position":4},"title":"Setting a blank value in a SharePoint workflow","author":"Mark Wilson","date":"Friday 24 August 2012","format":false,"excerpt":"I spent far too much of yesterday fighting with SharePoint workflows... including trying to cancel some that have run away on a list with almost 400 items in it... Some idiot (initials MW) created a workflow to auto-populate a column based when a record was created or updated. Then, thinking\u2026","rel":"","context":"In &quot;Technology&quot;","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/sharepoint-workflow-removal.png?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":4049,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-sharepoint-lists-part-2-tickcross-status-indicators.htm","url_meta":{"origin":4209,"position":5},"title":"Creating a dashboard using a SharePoint list (part 2): tick\/cross status indicators","author":"Mark Wilson","date":"Wednesday 13 June 2012","format":false,"excerpt":"In my last post, I wrote about how I used a script I found on the Internet and a couple of calculated columns to show a Red\/Amber\/Green (RAG) status on a list in SharePoint. 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