Working with two SharePoint lists - Creating and updating

[lucahydro]

Hi all,

I was hoping to get some guidance from the PowerAutomate brains trust/community on how to possibly achieve an outcome here. I have done a bit of reading/research but having trouble relating this back to my scenario

Essentially I am working with two SharePoint lists, one for logging issues and the other for the assessments/actions linked to that issue. Both of these lists are connected to a custom developed PowerApp

I am trying to figure out the best way to link these lists via PowerAutomate so the following scenario can be achieved

• User A will submit a new issue in List 1 - Issue Register
• User B will review the new issue in List 1 - Issue Register and will begin a new assessment for this related issue in List 2 - Actions Register. User B will then action the assessment accordingly
• User B will close /action the assessment when ready

Now this is where I am kind of stuck in terms of how to make it work. I would like to update List 1 that the assessment from List 2 has been completed/closed so notifications can be sent to User A its completed etc

My head is telling me that it would it be a combination of using certain conditions and using a combination of item created, get items and update items across both lists in the one flow? If it is, I am having trouble mapping it all out so hence why I am here 🙂

Thanks for your time. Appreciate any guidance or feedback

Cheers

[Nived_Nambiar]

Hi @lucahydro 

so flow should start when list 2 is updated /modfiied right ?

[lucahydro]

Hey @Nived_Nambiar,

I believe that would be the right option but I am thinking I would possibly need two flows. 

Flow 1 would be a simple notification flow to inform the user and the action team something has been submitted

Flow 2 needs to do the information posted in my question

Unless i can do it all in 1 flow which I am having difficulty mapping out

Thanks for the response

[hlosin]

Hi,

Would adding two new columns in List 1 help with the flagging or keeping track of the Issue status?

"Completed" - Type: Yes/No, Default is No

"Review Started" - Type: Yes/No, Default is No

For field "Completed", you can update this to "Yes" when User B has completed the review at List 2

For field "Review Started", this can be updated to "Yes" when an issue was picked up and User B started the assessment process in List 2

Hope that helps.

[lucahydro]

Thanks for the response @hlosin ..

I had thought of something similar but got caught on how to pass or match the ID from List 2 back to List 1 to match on the update step. Any suggestions on how to achieve this?

[hlosin]

Hi @lucahydro ,

For List 2, you can add another column called List1ID or something like that in a Number format.

When a review assessment has started, you might want to record the ID from List 1 under field "List1ID" of List 2 so you can have a reference to match.

Let me know.

[lucahydro]

Hey again - how do you recommend recording the ID from one list to another? I've tried a few methods in the past but didnt get it working 100%

Thanks for the responses 🙂

[hlosin · Accepted solution]

From Sharepoint, we have two Lists with a sample entry

List 2 has a column that stores the reference ID from List 1

Then from Power Automate, we add a trigger "When an item is created or modified" and point it to TEST SP List 2

Then for the Action, use a Condition

Then for the Condition, check the passed value of field "Completed" from the trigger (TEST SP List 2) and compare if  "true". 

If so, then set the value of field "Completed" under TEST SP List 1 to "true"

This is how it looks like. I have also added a Compose action to show me what values are available from the trigger.

Started a manual test

Then I updated the test entry in TEST SP List 2 and ticked the field Completed as Yes.

Then the results 

Checking again TEST SP List 1 and it's now showing the Completed field is ticked

Hope that helps.

[hlosin]

You can use either PowerApps or Power Automate to do this.

In Power Apps, you can use Patch when you create a new assessment entry in SP List 2.

In Power Automate, if you want to automatically create an assessment entry in SP List 2, you can use Sharepoint action "When an item is created or modified" to track SP List 1. Set the conditions you want as the test(s).

For example, if "Completed" and "Review Started" fields in SP List 1 are both "false", then do Sharepoint action "Create item" in SP List 2.

Hope that helps.

[lucahydro]

Thanks @hlosin - bit of reading and testing for me to try. I'll give it a go and keep you posted

Cheers!