Updating default value in choice column via Sharepoint List Form

Thank you George for looking into my issue and sharing the possible solutions. I'll reach out to Admin to get more idea on the settings or any restrictions made specifically within the organizations.

Thanks

Hi SharmilShah,

Regarding SharePoint list access, please allow me to explain.

By design, users need to have access SharePoint lists. However, for the list form, all internal users within the organization (excluding guest users) should have access, even if the internal user doesn't have access to the list.

Per your description, you mentioned that users who don't have access to the list cannot submit the form. To my knowledge, this is not normal. I've done a lot of searching and testing but I've found no built-in settings that would cause this. In this case, it would be better to check your SharePoint environment remotely for further troubleshooting. I suggest you contact the tenant administrator to create a support ticket. The premium team will have the correct channel and resources to check your SharePoint environment and investigate the problem further by collecting the necessary background logs.

Get support - Microsoft 365 admin | Microsoft Learn

Sorry for the inconvenience that happened to you. Appreciate your understanding and patience.

Sincerely,

George | Microsoft Community Moderator

Hi SharmilShah,

Thanks for posting back and providing the detailed information.

Regarding "the dataset also populates all columns irrespective of the form", I can reproduce the same situation. By design, the default value of a column is that it will auto-populate when a new list item is created even if it doesn't show up in the form. I'm afraid you can't change this behavior directly.

In this case, based on my searches and testing, I didn't find an easy or out-of-box way that can fully meet your needs. If you still want to use different list forms to collect responses and want to set different default value for the dataset column in different forms, I recommend you create multiple sub-lists to collect and store data and then use Power Automate to sync/copy the values to a master list.

For example, you create a sub-list for Sales. In the sub-list, you can create a dataset column, set its default value to "Sales", and then create a list form to collect responses from users. In this way, you can create a Marketing list and a Finance list, and then create the corresponding list forms. Then, you need to create the relevant Power Automate flow to automatically sync/copy the list item to the master list when it is created in the sub-lists.

In the meantime, we welcome community members to share ideas about the situation if one has related experiences.

Thanks for your understanding.

George | Microsoft Community Moderator

Thank you George for replying back.

Regarding SharePoint list access, my SharePoint site is private and only few users have the access to it. I have created list in my SharePoint site and access is limited which seems causing an issue. I have also created list in my own space and shared with same user with whom I shared earlier link. From my workspace or onedrive space it is working for the user and they are able to submit response but not through SharePoint site of dept.

Regarding creating different columns, your understanding is correct. I thought if 3 different columns (for each dataset) if works then through Power Automate I can update the main dataset column. Only issue is that setting default value to each of the dataset also populates all columns irrespective of the form through which request was submitted.

Thanks

Hi SharmilShah,

Thanks for posting back.

Generally, the list form only provides the "People in your organization can respond" link that allows all internal users to access it (including internal users without any licenses). Since you mentioned that you have shared the link with someone in your organization, I would like to know if they are internal users or guest users. The tenant admin can see internal users in the Microsoft 365 admin center> Users> Active users.

![](https://learn-attachment.microsoft.com/api/attachments/fd701845-47cd-4398-a4aa-a9efe1549b28?platform=QnA"https://aka.ms/PillarSiteUserIDMismatch" title="aka.ms" rel="ugc nofollow">Site User ID Mismatch". If any errors are displayed, you can use the tool to fix the issue and then have those users access the form again. If no errors are displayed or the issue persists, I recommend you open a support ticket for further troubleshooting. You can contact the tenant administrator to create a support ticket directly by following the steps from this link:  Get support - Microsoft 365 admin | Microsoft Learn.