Update choice values and apply to entire list retrospectively

[Anonymous]

Hi again

I have another SharePoint list. 

If I update an exisiting item in the choice column, eg: ‘Kettle’ updated to ‘BlueKettle’
how can I update ALL the values on the entire list retrospectively? 

Any help is greatly appreciated 🙂 

[Nived_Nambiar]

Hi @Anonymous 

So when you have updated Kettle to BlueKettle, so it should update all items in list where it has option as Kettle to BlueKettle right ?

[Anonymous]

Hi Nived

Yes that’s it. 

So in my SharePoint list there are approx 200 items that have the word ‘Kettle’ which user selected from the choice column. Now that item name has been updated to ‘BlueKettle’. 
So I would like all the items updated to reflect the new name. And this specifically for all choice column values. 

Thank you! Hope that makes sense 

[Nived_Nambiar]

Hi @Anonymous 

That is possible. For that you have to use trigger when item is modified ( I hope that is extact name of trigger).

So this trigger runs when item is modified , you can even do further validation to check if the that choice column is being changed or not.

Next step would be to determine the previous value of modified list item choice column value. Refer this for getting previous  value

https://powerusers.microsoft.com/t5/General-Power-Automate/View-previous-version-data-from-SharePoint-List-Item/td-p/1725087#:~:text=You%20can%20retrieve%20the%20previous,HTTP%20request%20to%20SharePoint%22%20action.&text=replace%20'your%20list%20name'%20with,yourItemID%20with%20the%20item%20ID.

And pass that output value to filter the existing SharePoint list using odata query.

So once you retrieve all values from get items use update action in SharePoint to update the SharePoint list with updated value. 

That's logic u can try 

Let me know if you have any additional questions.

Hope it helps 

Mark it as solution if it resolve ur query.

[Anonymous]

Thanks so much Nived! I will test it out now 🙂 

[Anonymous]

I have made an attempt to create the flow as you suggested, but I'm still very much a novice. 

I've started with a few steps, but could you please clarify how I would get the itemID?

You also ask to make an Accept header? I'n my example below if I could get your help stepping out the flow I would really appreciate it. 

[Nived_Nambiar]

Hi @Anonymous 

Sorry for late response 

see how you can design the flow 

I have created a simple list in sharepoint like below

Now i have designed flow like below

Step 1

Use trigger when item /file is modified to trigger the flow when item is modified

Step 2

use get changes in item /file action to confirm the changes has been made for servicevalue column only

expression: sub(int(split(triggerOutputs()?['body/{VersionNumber}'],'.')?[0]),1)

Step2 : use condition to check whether servicevalue column is one which is changed or not ?

Step 3: if the condition is true, we will follow all steps mentioned below in Yes branch 

Step 3 a: 

use send http request to call get request to get the previous value of modified list item so as to get the previous choice column value 

Step 3 b: 

use get items to retrieve all items from that list based on previous choice column value of modified list item which needs to be changed 

expression used : body('Send_an_HTTP_request_to_SharePoint')?['value']?[0]?['ServiceValue']

Step 3 c: loop through each item obtained from get items and do update action to update the list item choice column with servicevalue column value from modfied list item

So when i changed from Choice 3 to choice 2 as per first figure of sharepoint list, flow runs and updates other choice of same choice 3 to choice 2 like below

Hope it helps !

Mark it as solution if it resolves your query !

[Nived_Nambiar]

Hi @Anonymous 

Sorry for late response 

see how you can design the flow 

I have created a simple list in sharepoint like below

Now i have designed flow like below

Step 1

Use trigger when item /file is modified to trigger the flow when item is modified

Step 2

use get changes in item /file action to confirm the changes has been made for servicevalue column only

expression: sub(int(split(triggerOutputs()?['body/{VersionNumber}'],'.')?[0]),1)

Step2 : use condition to check whether servicevalue column is one which is changed or not ?

Step 3: if the condition is true, we will follow all steps mentioned below in Yes branch 

Step 3 a: 

use send http request to call get request to get the previous value of modified list item so as to get the previous choice column value 

Step 3 b: 

use get items to retrieve all items from that list based on previous choice column value of modified list item which needs to be changed 

expression used : body('Send_an_HTTP_request_to_SharePoint')?['value']?[0]?['ServiceValue']

Step 3 c: loop through each item obtained from get items and do update action to update the list item choice column with servicevalue column value from modfied list item

So when i changed from Choice 3 to choice 2 as per first figure of sharepoint list, flow runs and updates other choice of same choice 3 to choice 2 like below

Hope it helps !

Mark it as solution if it resolves your query !

[Anonymous]

Amazing! Thank you sooooo much, I really appreciate your help. I will run it now 😄

[Anonymous]

Hi again 🙂 

I have created all the steps for the flow and upon testing I keep getting this error below. The column name is called Sample 1

This is the expression I have put in there. But every time I run a test it returns this error? Could you please let me know what I need to update? 

[Nived_Nambiar · Accepted solution]

Hi @Anonymous 

it is a choice column right ?

So just like below hover over Service Value dynamic content, you will see exact column name used , as below 

in highlighted part, ServiceValue is name of column Service Value appearing in sharepoint, so while using filter query specify column which is appearing there 🙂

[Anonymous]

Ahhh ok thank you again, really appreciate it Nived!

will go back and test it . 👍

[Anonymous]

Thanks again Nived! Really appreciate your help