SharePoint Document Issues

How to Create SharePoint List Validation Formulas for Choice and Number Fields

Amos Gikunda Oct 9, 2026 869 views

Question details

The user needs to set up conditional validation for choice and number fields in a SharePoint list, ensuring fields are required or cleared based on specific selections.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Configuring SharePoint list validation settings to dynamically enforce data entry rules based on the values selected in choice fields like Status and Done.
Observed behavior: Applying complex conditional logic requires exact internal column names and specific regional separators, which can cause syntax errors if not formatted properly for the tenant.

Before you start

Ensure you have list management permissions for your SharePoint site and take note of the exact internal names of your columns, as they may differ from their display names.

Solution 1Recommended

Apply the Standard Conditional Validation Formula

Use a nested IF and ISBLANK formula in the list validation settings to dynamically require fields based on choice values in an English tenant environment.

SharePoint validation formulas evaluate at the list level. This allows you to check the value of one column (like 'Status') and force users to fill out other columns (like 'Reason' or 'Amount') before they can save the list item.

Access List Settings

Navigate to your SharePoint list, click the gear icon in the top right corner of the screen, and select 'List settings'.

Open Validation Settings

Under the 'General Settings' section, click on 'Validation settings'.

Enter the Formula

In the Formula box, input your logic. For example: =IF([Status]="Done",AND(NOT(ISBLANK([Sum])),NOT(ISBLANK([Done])),IF([Done]="No",NOT(ISBLANK([Reason])),IF([Done]="Yes",NOT(ISBLANK([Amount])),AND(ISBLANK([Reason]),ISBLANK([Amount]))))),TRUE). Replace the bracketed names with your exact internal column names.

Save the Configuration

Enter a clear error message in the 'User Message' box so users know what to correct, then click 'Save' at the bottom of the page.

Apply the Standard Conditional Validation Formula

Internal Column Names: Choice values and column names must match exactly. SharePoint validation formulas require internal column names, which are defined when the column is first created.

Solution 2

Adjust Formula Syntax for Localized Tenants

Modify your validation formula syntax to match local regional settings, which is essential if you are receiving syntax errors in a non-English environment.

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Frequently Asked Questions

Why does my SharePoint validation formula return a syntax error?

Syntax errors usually occur for two reasons: using display names instead of the exact internal column names, or using the wrong list separators. For instance, non-English regional settings often require semicolons (;) instead of commas (,).

How do I find the internal column name in SharePoint?

Go to List Settings, scroll down to your columns, and click on the column name in question. Look at the URL in your browser's address bar; the text at the very end after 'Field=' is the internal column name.

Can I validate a choice field against multiple values?

Yes, you can use the OR function nested inside your IF statement to check if a choice field matches multiple acceptable values, such as =IF(OR([Status]="Done", [Status]="In Progress"), TRUE, FALSE).

Do validation formulas apply to Quick Edit or modern grid view?

Yes, list validation formulas are enforced at the data level. Whether a user is editing via the modern form, classic form, or the Quick Edit grid view, the validation rules will trigger and block invalid saves.

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