I want Flow to use a FORM that, when submitted, will update fields in an existing SharePoint record

[Anonymous]

I have two Forms. I want each Form to send data to the SAME SharePoint list.

One Form is used by students to self register.  I used Flow to record the registration data to a SharePoint list.  However, sometimes students either don't remember specific info, like unique IDs, or they enter the data incorrectly.

A second Form will  be used by administrators to UPDATE this same SharePoint list. 

I do NOT want  the SharePoint list update to "Apply to Each". I want the update to apply to only ONE record at a time, but I don't know how to make FLOW select the appropriate SharePoint record that needs to be updated so that only that record receives the data from the second Form.

[v-xida-msft · Accepted solution]

Hi @Anonymous,

Could you please show a bit more about the Form that you mentioned? Is it the Microsoft Forms?

Do you create two separated flows on your side (one is used to record the registration data to a SharePoint list, another one is used to update the registration data)?

I suppose that you use Microsoft Forms on your side, is it true? I have made a test on my side and please take a try with the following workaround:

1. Record the registration data to SharePoint list

   The flow works successfully as below:

   

2. Update registration data in SharePoint list.

I assume that each student has a unique Student ID, so we need to find the specific record within SharePoint list via Student ID.

I have made a test on my side and please take a try with the following workaround:

• Add a "When a new response is submitted" trigger.
• Add a "Apply to each" action, input parameter set to output of the trigger.
• Within "Apply to each", add "Get response details" action, specify Form Id, Response Id field set to Response Id dynamic content of "Get response details" action. 

         Add a "Get items" action, specify Site Address and List Name. Then add a "Filter array" action, From set to output of "Get items" action, within Condition box, left input box set to Student ID dynamic content of "Get items" action, right input box set to Student ID dynamic content of "Get response details" action, within middle drop down, choose is equal to.

Note: Within "Filter array" action, we filter items based on unique Student ID and find the appropriate record.

Add a "Update item" action, specify Site Address and Library Name, Id field set to following formula:

body('Filter_array')[0]?['ID']

Title field set to following formula:

body('Filter_array')[0]?['Title']

Student Name field set to Student Name dynamic content of "Get response details" action, Student Age field set to Student Age dynamic content of "Get response details" action and Student Depart field set to Student Depart dynamic content of "Get response details" action.

Image reference:

The flow works successfully as below:

Best regards,

Kris

[Anonymous]

Kris, I am so appreciative of your very detailed explanation, including pictures!  It pains me to tell you that I was not successful at making the solution work.  The Filter Array action does not allow me to enter any expressions. 

And when I added the Update Item action, the ID and Title fields did not show a hyperlink underneath the fields to Add Dynamic Content so I wasn't able to enter the expressions there either. 

My unique ID in the original SP list is a field called "ID", but instead of referring to it, I used another field in the SP list titled "VCNumber".  

The SP list does update and enters data from the MS Form, but unfortunately ALL records in the SP list are changed, not just the One record that is identified with a unique VCNumber.  

Is there something in the Filter Array action that I missed?

[Anonymous]

WaahLah! Today the Filter Array action did allow me to follow the instructions.  Things worked perfectly!  I will return to the original response from Kris and mark it as a solution.  Thank you so much.

[Anonymous]

Now that this Flow works, can I use this Flow to add a new Outlook action that will send a customized email only to the address of the person whose item was updated?  IF not, then how do I create a new Flow that will select the correct record from an updated SharePoint list to send a customized email?

I have looked at the available templates and do not see one that specifically addresses the need to send a follow up email to a record that was updated.  I do NOT want the email to go to all the records in the SharePoint list that have ever been updated...I only want the email to be sent out after a particular record has been updated.

[Draughn]

I am not receiving "Response ID" when using "Get Response Details."  It is only allowing "List of Response Notifications Using Response ID."  I really do not understand why Microsoft is allowing changes to connectors that make the functionality more complex and, inevitably, creates additional problems.  This connector worked flawlessly before the changes.  

Your Example: 

Mine: 

Thanks

[SaltwaterBrewer]

This was never solved....why does it say solved? Horrible moderators

[mills]

I am having the same issue as Draughn

Seems like consequentially the flow updates every single item in the list, not just the specified/last item.

Can anyone provide a recent workaround?