Populating a Google From DropDown with Values from a Google Sheet - google-apps-script

Question

I looked through all of the questions, and I can't quite figure out what I am doing wrong. Here is the background:
I created a spreadsheet that has multiple tabs. Each tab corresponds to types of events (e.g parades, festivals, sports). Each of these tabs is used to assign specific job numbers to a specific event. Parade job numbers are in the 2000 range, festivals 3000 range, sports 4000 range.
I then have a different tab which defines an array that collects all of the job numbers and events, and sorts them alphabetically. This tab is called "Active_Job_Numbers".
My goal is to create several forms that call to this spreadsheet for the values on the "Active_Job_Numbers" tab. I sort of have this working, but not completely. Each form has a purpose such as submitting a request to accounting to process a credit card transaction; another form to submit a request to cut a check.
All of these requests have to be tied to an ever changing list of job numbers. When I update the spreadsheet, the dropdown in the spreadsheet will populate based on the "Active_Job_Numbers" data.
The code that I am using does work, BUT if I update a job number or event name on the spreadsheet, the form still sees the old value. I have triggers set up for onSubmit and onOpen and still, the only way I can get the dropdown in the form to update is if I change one of the "var" labels. Then save it. Then reopen the form. This is a showstopper.
Here is the code I am using:
function updateForm(){
// call your form and connect to the drop-down item
var creditCardRequestGoogleForm = FormApp.openById("1LqtPLGEhocGdkg75mkdldfplxSxWJmYZCp3u1bMwVQQ");
var jobNumberDropDown = creditCardRequestGoogleForm.getItemById("1632374512").asListItem();
// identify the sheet where the data resides needed to populate the drop-down
var ss = SpreadsheetApp.openById("17fgel9Jfl4Aske85mfkwsphBQpZgtGhR8Q");
SpreadsheetApp.setActiveSpreadsheet(ss);
var activeJobNumbers = ss.getSheetByName('Active_Job_Numbers');
// grab the values in the first column of the sheet - use 2 to skip header row
var jobNumValues = activeJobNumbers.getRange(2, 1, activeJobNumbers.getMaxRows() - 1).getValues();
var jobNums = [];
// convert the array ignoring empty cells
for(var i = 0; i < jobNumValues.length; i++)
if(jobNumValues[i][0] != "")
jobNums[i] = jobNumValues[i][0];
// populate the drop-down with the array data
jobNumberDropDown.setChoiceValues(jobNums);
}
A separate but related problem...there are some forms I have that have two different drop-down elements that call to the same spreadsheet but to different tabs. I am not sure how to group this script so I have to separated out like so:
function updateForm(){
// call your form and connect to the drop-down item
var ccrForm = FormApp.openById("1r5n6Sr7fhtGCqht_QHy9qWR1v2ESabxdE-bMxjR-M");
var jobNumberDropDown = ccrForm.getItemById("1678955392").asListItem();
// identify the sheet where the data resides needed to populate the drop-down
var ss = SpreadsheetApp.openById("17eGAlcnBB7ejdfqp3HBQBK9wJAKWYhBQpZgtGhR8Q");
SpreadsheetApp.setActiveSpreadsheet(ss);
var currentJobNumbers = ss.getSheetByName('Active Job Numbers');
// grab the values in the first column of the sheet - use 2 to skip header row
var jobNumValues = currentJobNumbers.getRange(2, 1, currentJobNumbers.getMaxRows() - 1).getValues();
var jobNums = [];
// convert the array ignoring empty cells
for(var i = 0; i < jobNumValues.length; i++)
if(jobNumValues[i][0] != "")
jobNums[i] = jobNumValues[i][0];
// populate the drop-down with the array data
jobNumberDropDown.setChoiceValues(jobNums);
}
function updateForm(){
// This call your form and connect to the drop-down item
var form = FormApp.openById("1r5n6Sr7fhtGCqht_QHy9qWR1v2ESabxdE-bMxjR-M");
var poNumberDropDown = form.getItemById("57865789991").asListItem();
// This is the second dropdown which calls the same spreadsheet but different tab NEED HELP COMBINING THESE TWO MORE ELEGANTLY
var ss = SpreadsheetApp.openById("17eGAlcnBB7ejdfqp3HBQBK9wJAKWYhBQpZgtGhR8Q");
SpreadsheetApp.setActiveSpreadsheet(ss);
var currentPONumbers = ss.getSheetByName('PO_Number');
// grab the values in the first column of the sheet - use 2 to skip header row
var poNumValues = currentPONumbers.getRange(2, 1, currentPONumbers.getMaxRows() - 1).getValues();
var poNums = [];
// convert the array ignoring empty cells
for(var i = 0; i < poNumValues.length; i++)
if(poNumValues[i][0] != "")
poNums[i] = poNumValues[i][0];
// populate the drop-down with the array data
poNumberDropDown.setChoiceValues(poNums);
}
Any insight would be much appreciated.

Answer 1

onOpen trigger for a form, as mentioned in documentation:
This event does not occur when a user opens a form to respond, but
rather when an editor opens the form to modify it
Instead, you can use an installable trigger to activate your code when the sheet is edited.
Furthermore, instead of modifying all form each time an edit is made on the spreadsheet. You can check for which sheet is modified in the spreadsheet to modify the corresponding form. To determine the which sheet is modified you can use event objects.
Here is example code, you can modify this for your use.
function installedEdit(evtObj){
Logger.log("Edit running")
var sheetName = evtObj.range.getSheet().getSheetName()
Logger.log(sheetName)
var itemId="None"
switch (sheetName){
case "Active Job Numbers":
itemId = "1678955392"
updateForm(sheetName,itemId)
break;
case "PO_Number":
itemId = "57865789991"
updateForm(sheetName,itemId)
break;
}
}
function updateForm(sheetName,itemId){
// call your form and connect to the drop-down item
var form = FormApp.openById("1r5n6Sr7fhtGCqht_QHy9qWR1v2ESabxdE-bMxjR-M");
var dropDown = form.getItemById(itemId).asListItem();
// identify the sheet where the data resides needed to populate the drop-down
var ss = SpreadsheetApp.openById("17eGAlcnBB7ejdfqp3HBQBK9wJAKWYhBQpZgtGhR8Q");
SpreadsheetApp.setActiveSpreadsheet(ss);
var sheet = ss.getSheetByName(sheetName);
// grab the values in the first column of the sheet - use 2 to skip header row
var choiceValues = sheet.getRange(2, 1, sheet.getLastRow() - 2).getValues();
var choices = [];
// convert the array ignoring empty cells
for(var i = 0; i < choiceValues.length; i++)
if(choiceValues[i][0] != "")
choices[i] = choiceValues[i][0];
// populate the drop-down with the array data
dropDown.setChoiceValues(choices);
}
Note: Make sure installedEdit() is set up to run when the spreadsheet is edited and is bound to the spreadsheet.