How to Make SharePoint Columns Required Based on a Choice Field
Question details
The user needs to make three specific columns in a SharePoint list mandatory only when a particular option ('Trade-in') is selected in a Choice field.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Configuring a SharePoint list for item returns where additional detailed entries are necessary specifically for trade-ins.
- Observed behavior
- The dependent columns are currently optional regardless of the choice selected, and the goal is to automatically enforce data entry for them when the 'Reason for Return' choice is set to 'Trade-in'.
Ensure you have 'Design' or 'Full Control' permissions for the SharePoint list to access List Settings and configure cross-column validation formulas.
Configure a List Validation Formula
Use SharePoint's list validation settings to apply a conditional formula that checks the choice field and ensures the dependent fields are not blank.
SharePoint allows you to enforce cross-column validation at the list level. By using an IF statement combined with ISBLANK functions, you can mandate field completion dynamically based on other field values. Note that this must be done in the List Validation settings, not the individual Column Validation settings.
Open your SharePoint list, click the gear icon (Settings) in the top right corner, and select 'List settings' from the dropdown menu.
Under the 'General Settings' column on the settings page, click on 'Validation settings'.
In the Formula box, input the conditional logic: =IF([Reason for Return]="Trade-in",AND(NOT(ISBLANK([Column 1])),NOT(ISBLANK([Column 2])),NOT(ISBLANK([Column 3]))),TRUE). Replace 'Column 1', 'Column 2', and 'Column 3' with the actual internal names of the columns you want to make required.
In the 'User Message' box, type a clear error message that will display if the validation fails, such as: 'Please fill out all three trade-in detail fields when selecting Trade-in as the reason.'
Click 'Save' at the bottom of the page. Return to your list, create a new item, and set the Reason to 'Trade-in' without filling the other fields to verify the error triggers appropriately.
Manage Your Office Data Seamlessly with WPS Office
While SharePoint handles online list data and validation, preparing, analyzing, and reporting on your exported list data requires a robust desktop application. WPS Office provides a lightweight, highly compatible, and free alternative to Microsoft Office for managing your spreadsheets, documents, and presentations.
Frequently Asked Questions
Why am I getting a syntax error when saving my SharePoint list validation formula?
Syntax errors usually occur if there is a typo in the formula, unmatched parentheses, or if you are using the display name of a column instead of its internal name. Additionally, depending on your regional settings, you might need to use semicolons (;) instead of commas (,) to separate formula arguments.
Can I use column validation instead of list validation for this?
No. Column-level validation can only check the data entered within that specific column. To compare or depend on values from other columns (like making a column required based on a Choice field), you must use list-level validation.
Does list validation apply to Quick Edit (Grid view) in SharePoint?
Yes, list validation rules are strictly enforced even when users edit multiple items using the Grid view (formerly Quick Edit). Users will receive an error indicator on the row if the validation fails.
Can I make columns conditionally required using Power Apps?
Yes. If your SharePoint list form is customized with Power Apps, you can select the dependent data card, navigate to its 'Required' property, and set it to a conditional formula like: If(DataCardValue1.Selected.Value = "Trade-in", true, false).
