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EmmaVR's avatar
EmmaVR
Copper Contributor
Oct 24, 2023

Best way to record multiple client details for one record in SharePoint list

 

Hi All

 

I developed a list for a customer to track their logistics projects. I have 4 separate Single Text columns for them to record their client contact details, 1. Contacts Name, 2. Contacts Position, 3. Contacts Telephone number and 4. Contacts Email Address.

 

But the problem is that not all their projects will only have a single client contact, one project could have 5 but another could have 1 for example. They want to be able to capture as many clients as they would like to for a single record in the list.

 

The options that I can think of to accommodate this requirement are:

1. Make all 4 columns above into Multiple Text columns and then they can write a new client on a new line- this looks messy and doesn't exactly link each contacts details in the 4 columns up nicely alongside each other

2. Add additional fields/columns to duplicate the 4 needed columns to capture a contacts details- this makes the new data capture form and list width very long 

3. Find out a way to perhaps, if possible, allow them to capture client contact details in an excel-like table in the 'Contact's Details' field in the list, this way they can capture as many as they like for one record in the list. Maybe there's a way to add an attachment they can open in that field to fill out a datatable?

I have tried searching the internet for the best way to achieve this but have come up short.

 

Any guidance would be appreciated.

Many thanks

 

 

  • LeonPavesic's avatar
    LeonPavesic
    Silver Contributor
    Oct 24, 2023

    Hi EmmaVR,

     

    To record multiple client details in a single SharePoint list entry, you can use a Multi-Line Text field. This approach offers a structured way to enter and store client data within a single list item.

    Steps:

    1. Create a new Multi-Line Text field in your SharePoint list and name it "Client Details."
    2. In the field description, provide clear instructions on how to enter client details in a structured format. For example, suggest that users enter each client's information in rows with columns for name, position, phone number, and email.
    3. To display the data in a more readable format, you can use JSON formatting. To do this, follow these steps:
      • Navigate to the List tab and click Settings.
      • Under Columns, click the name of the Multi-Line Text field.
      • In the Column formatting section, select JSON.
      • In the JSON formatting dialog box, enter the following JSON code:
     

     

    {
  "$schema": "https://developer.microsoft.com/json-schemas/sp/v1/column-formatting.schema.json",
  "elmType": "table",
  "headers": [
    { "title": "Name" },
    { "title": "Position" },
    { "title": "Phone Number" },
    { "title": "Email Address" }
  ]
}

     

     

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    Kindest regards,


    Leon Pavesic
    (LinkedIn)

    • EmmaVR's avatar
      EmmaVR
      Copper Contributor
      Oct 27, 2023

      Hi LeonPavesic 

       

      I see when I open the column to format it, I get this message below:

       

      I assume this is the reason my column is not displaying the data when I view the list correct?

       

    • EmmaVR's avatar
      EmmaVR
      Copper Contributor
      Oct 25, 2023

      Hi LeonPavesic 

       

      Thank you for your response, much appreciated!

       

      I'm wondering, do you have an image of what this would look like?

      I have followed your steps and captured some example data but nothing is showing in the list in that column. 

      Do I need to change the type of text as per below?:

       

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