Update secondary SharePoint list when an item is created or exisiting item is updated in original SharePoint list

[Lukas3]

I have three sharepoint lists, one is a so-called MASTER LIST, another ones are CHILD1 and CHILD2 lists. All three lists have same columns, as you can see in screenshot attached. Basically all three lists are same, except the name of the list.

I want to create a flow, that

• when new item is added in MASTER LIST, it copies the item from MASTER to CHILD1 and CHILD2 lists.
• when an item in MASTER LIST is modified, it also updates the corresponding information in CHILD1 and CHILD2 lists.

How can I set this flow up?

[abm]

Hi @Lukas3 

What are the data types columns you have?

Thanks

[Lukas3]

Hi @abm! Nothing special as data type. Here is the overview:

COLUMN	DATA TYPE
Domain	Simple text
Document name	Choice field
Document type	Choice field
Control ID (mandatory field)	Simple text
Control type	Choice field
Control statement	Multiple line text

[abm]

Thanks I will get back to you.

[abm]

Hi @Lukas3 

Here it is

Above condition I have used the below expression to check whether the record exists or not. Here I have used Title as my unique column value. In your case Control Id is unique change the above filter (Get Items Filter Query above) accordingly.

length(outputs('Get_items')?['body/value'])

[Lukas3]

@abmSomething goes wrong with the filter query, please see the screenshot:

Here is what my filter query looks:

I tried it then with filter array after getitems, but it didn't worked either:

[abm]

Hi @Lukas3 

In your filter query you are using spaces which are not allowed. So click the list settings > Click 'Control Id' column > Check the browser url at the end it should say column name. Copy that name under your filter query. It could be ControlId or Control_x002_Id something like this.

Thanks

[Lukas3]

That was good hint. Thank you @abm ! But still didn't really work. Here is what I got, in my child list:

It I hover over the red flag tag, it says "Missing meta data" and yellowish text under control ID it's in german and says "required information".

[abm]

Hi @Lukas3 

Without looking your flow its difficult to determine what's going?

Could you post a screenshot of your flow? Did you checked the run history?

Thanks

[Lukas3]

@abmok I have here my flow as screenshot. I'm not sure, it's the best way to determine, what's going on, but better than nothing:

1. When item is created or modified

2. Get items

3. Condition

4. Condition expression

5. For each

6. True: Update item

7. False: Create item

[Lukas3]

Test is succeeded. But if I see the raw input for Create item, everything has the value "Null".

That's the output of the test:

[abm]

Hi @Lukas3 

For update item you need to map the Id from the Get items

Here you are mapping the controlId which is wrong.

For the create item I had the same behaviour few hours ago and eventually all working fine. So modify the above and see how it goes.

Thanks

[Lukas3]

@abmSo I fixed that, what you metioned. still no difference. In the meantime I created a simple flow to see, if I copy an item into another list, if the item ic created. the test is successful, but the whole entry is just empty! I suspect, the problem lays elsewhere

Test flow (copy item into another list, both lists are in the same sharepoint site:

The entry is "copied", since the test was successful, but all fields are emtpy:

Here in the raw input of "create item" all just "null":

So what could be the reason for that?

[abm]

Hi @Lukas3 

I will test it again and let you know. Thanks for your reply.

[Lukas3]

Hi @abm! I don't know, what solved my problem with "invisible" entries, but after browser cache cleaning and and new start with sign-in, it worked finally. It must have been one of those weird sharepoint bugs. Just only thing left is, how can I update two child lists at the same time with one flow. I mean, I can copy that flow and adapt the link of the list, but that's not what I really want.

[abm · Accepted solution]

Hi @Lukas3 

That was my behaviour too. No idea what it was. For updating the child lists see below update. Do the same for Child1 and Child 2 lists.

Basically replicate update item and point to relevant lists child1 & child 2.

Thanks

[Lukas3]

Thank you @abm . Yes, that's it, just replicate update item part.

[Lukas3]

Hi @abm! just replicate the update part, didn't worked. Basically i have update item - Child1 and update item Child2, but only Child1 part works, if I update the item in the MasterList, because Get items only fetches data from Child1 and tries to match it with the items of Child2 list. So on Update item - Child2 part, you have to define the ID, which is mandatory, but if you give there ID from Get items, it can happen, that the item is not in the child2 list. I hope, you understand, what I mean. 

[abm]

Hi @Lukas3 

Yes you need to filter Child2 and find out whether the record exists or not. Similar like Child1. 

Thanks

[Lukas3]

@abm How should it look like? You mean another Get items?