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Using a SharePoint List as a LOOKUP for a DocumentLibrary. Want to count the number of ITEMS from LIST that are used in Library

I am very new to SharePoint and am looking for some assistance. My struggle with SharePoint is that i spend time looking for a solution - only to find was i was trying to do is NOT possible (IE Calculating a LOOKUP value!)

 

I have Created a SharePoint list - a list of documents we require for a project.

 

DocumentType

Audit Report

Balance Sheet

Bank Statements

Business Plan

 

The SharePoint List is used as a LOOKUP column in a Document Library.

 

What i am trying to do - get a count of how many of EACH document type is in the LIBRARY...

 

So in the Sample Document Library below

Name

CreatedDate

DocumentType

Book.xlsx

21/03/2024

Business Plan

Book1.xlsx

21/03/2024

Company Patent

Document.docx

21/03/2024

Bank Statements

Document1.docx

21/03/2024

Business Plan

 

My SharePoint List would show:

DocumentType

Count

Audit Report

 

Balance Sheet

 

Bank Statements

1

Business Plan

2

 

Is this possible? I can (kind of) use Power Automate if required.

 
Thank you for your time! 
 
2 REPLIES 2
SudeepGhatakNZ
Multi Super User
Multi Super User

@CambodiaJared ,

There are two ways to achieve this.

1) Using a Group By function

Group by Count in Power Automate - Powering your Apps (sudeepghatak.com)

2) Alternately, you can use Get Files action to retrieve the files

then, use a apply to each action to loop through the files and update the SharePoint list item by joining the DocumentType field of list to the library

Makes sense?

 

If my suggestion helped you, please give it a Thumbs up and Mark it as a Solution so that it can benefit others in the community.
Sudeep Ghatak
Microsoft MVP, Business Applications
www.sudeepghatak.com

Appreciate you looking at my challenge. I will watch more videos and see if i can work out your solution!

 

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