Want to log last modified details for large list (it has more than 12000 items) without saving the history in another list using flow

[NikG]

Hello,

I have one list called 'VisaDetails' which has more than 30000 items, in this list I just have one column called 'Visa Status' (has choices Stamped, In process, submitted, completed) which gets updated every time by each department from the organization and then one flow runs which update few other columns in the list and send notification to department about changes, but here I want to track who modified the item.

I have already thought about few solutions like to store the details in another list every time update done but I think for large list it is not best practice (huge memory consumption, redundant entries and so on ). I tried list versioning and then using HTTP call tried to get last modified details for last 2 versions, but it is also a lengthy process, is there any inbui

Any help would be highly appreciated. 

THanks in advance!

Regards,

NikG

[jinivthakkar]

@NikG I think you are already on the right track, turning on the versioning settings looks the best approach to me as well and then you can get the version history of the item using Power Automate. To track who modified the item you can have a multi-line of text column which would keep updating/appending the username and timestamp when the user modified the item.

Hope this helps.

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[NikG]

@jinivthakkar Many thanks for your quick response on my question, I have already tried this but when I am trying to pull the last modified details using flow it is showing last modified by system account. This is just because we have another flow which gets triggered on each modification/creation of the data (so each time when resp. person department changes Visa Status - it runs flow and other columns gets updated and so last 'modified by' marked as System account), on the other hand I want to track who actually changed from specific department.

In addition, I was thinking to add a new column called 'CustomModifiedby' and put the update action in the same old flow, but in this case we can just keep track of single user who modified last but there might be the case where another person from same department changed status. 

Is there any in built function/option on Power Automate where we can track this explicitly?

Thanks,

NikG 

[ScottShearer]

@NikG 

You mentioned the following above:

" I was thinking to add a new column called 'CustomModifiedby' and put the update action in the same old flow, but in this case we can just keep track of single user who modified last but there might be the case where another person from same department changed status. '

I think adding one ore more columns is going o be your solution.  Can you explain a little more about your concern?  I am unclear when you say " but there might be the case where another person from same department changed status" what he issue is.

Thanks