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Anonymous
Not applicable

Update choice values and apply to entire list retrospectively

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 🙂 

1 ACCEPTED SOLUTION

Accepted Solutions

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 

 

Nived_Nambiar_0-1686845328203.png

 

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

 

 

View solution in original post

12 REPLIES 12

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
Not applicable

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 

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
Not applicable

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

Anonymous
Not applicable

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. 

 

 

 

Hi @Anonymous 

 

Sorry for late response 

 

see how you can design the flow 

 

I have created a simple list in sharepoint like below

Nived_Nambiar_0-1686415192775.png

 

 

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

 

Nived_Nambiar_1-1686415255518.png

Nived_Nambiar_2-1686415328510.png

 

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

Nived_Nambiar_3-1686415360289.png

 

 

 

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

Nived_Nambiar_4-1686415440414.png

 

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 

Nived_Nambiar_5-1686415622588.png

 

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 

Nived_Nambiar_6-1686415756595.png

 

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

 

Nived_Nambiar_7-1686415884372.png

 

Nived_Nambiar_8-1686415908274.png

 

Nived_Nambiar_9-1686415940273.png

 

 

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

Nived_Nambiar_10-1686416038820.png

 

 

Hope it helps !

 

Mark it as solution if it resolves your query !

 

 

Hi @Anonymous 

 

Sorry for late response 

 

see how you can design the flow 

 

I have created a simple list in sharepoint like below

Nived_Nambiar_0-1686415192775.png

 

 

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

 

Nived_Nambiar_11-1686416114786.png

 

Nived_Nambiar_12-1686416151183.png

 

 

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

Nived_Nambiar_13-1686416173013.png

 

 

 

 

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

Nived_Nambiar_4-1686415440414.png

 

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 

Nived_Nambiar_5-1686415622588.png

 

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 

Nived_Nambiar_6-1686415756595.png

 

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

 

Nived_Nambiar_7-1686415884372.png

 

Nived_Nambiar_8-1686415908274.png

 

Nived_Nambiar_9-1686415940273.png

 

 

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

Nived_Nambiar_10-1686416038820.png

 

 

Hope it helps !

 

Mark it as solution if it resolves your query !

 

 

Anonymous
Not applicable

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

Anonymous
Not applicable

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? 

 

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 

 

Nived_Nambiar_0-1686845328203.png

 

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
Not applicable

Ahhh ok thank you again, really appreciate it Nived!

will go back and test it . 👍

Anonymous
Not applicable

Thanks again Nived! Really appreciate your help

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