update sharepoint list column using data from another sharepoint list

[soporteiub]

Hi, I need some assistance creating a power auto 

I have two SharePoint lists, list1 and list2, I need to update the email address column in list1, with list b email address column, every time a new item is created in List 1.

LIST 1
customer name	email address
mike ford
josh harrison
LIST 2
customer name	email address
mike ford	mford@gmail.com
josh Harrison	jharrison@gmail.com

appreciate your help

regards

[rzaneti]

Hi @soporteiub ,

For this example, I will be using the lists below.

List that contains the emails (A):

List that will be updated (B) once an item is added:

Note1: I'm assuming here that you have unique values in your 'Name' column. 

Note2: For this example purposes, you can ignore the 'Title' column in both lists 🙂

Step 1 - Create your trigger:

Create an automated flow and select the 'When an item is created' trigger from SharePoint connector. Select the Site where the list that you want to update is located and the list itself (in our case, List B):

Step 2 - List items from List A:

Now we will search in List A for records with a 'Name' matching to the same name of the person included in List B. Add a 'Get items' action from SharePoint connector (be careful, because there is also another action called 'Get item', without 's') and select the 'List A' (that one that contains the email addresses, as highlighted in green). Click in 'show the advanced options' and, in the 'Filter Query', you will need to specify the logical name of the column that you want to filter (in my case' PersonName'). If you don't know your column name, we can check it by accessing the raw outputs from your 'Get items' action (check at the end of this post how to do it). 

Your 'Filter Query' will follow this syntax: [column_name] eq [person_name]. The 'column_name' (red) may be replaced your column logical name; the person name (blue) may be replaced for the dynamic content of your 'user name' from the trigger. You may not change the 'eq' (green), as this is the operator used to identify 'equality' in the records.  

Step 3 - Update the email in List B:

Your 'Get Items' action will return a list with all records from 'List A' which username matches to the same username added to 'List B' (ideally, will be only one record). So you will use an 'Apply to each' loop and pass the 'value' property from your 'Get Items' as dynamic content (highlighted in blue). Then you will include an 'Update item' action, filling the 'Id' with the dynamic content from the 'Id' of your trigger (highlighted in green), and the email with the dynamic content from the 'email' of your 'Get items' action (highlighted in yellow). As mentioned before, you can ignore the Title column.   

Output

Once you include a new record in 'List B' ('Roger L'), the flow will run and the List will be updated:

Accessing the raw outputs

First, run your flow without the filter query. Then, to access the "raw inputs", go to the 'flow details' page and click in one of the previous runs:

Once you do it, you will be in the 'flow run page', which may look like this:

Go to the 'Get items' action and click in it to expand the details. Then click in "Show raw outputs" in the OUTPUT section. In some cases, this button appears as 'Click to download':

It will display a sidebar on the right side of your screen containing this JSON notation (if you had the 'click to download' option, it will open the outputs in a new tab):

Find the "body" property. It is always after the "headers" property. Make sure to remove any sensitive content from the image before sharing. You also can find more details about how to access the outputs in Power Automate in this article that I wrote recently: http://digitalmill.net/2023/06/29/how-to-access-the-raw-outputs-in-power-automate/

Let me know if it works for you or if you need any additional help!

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