How to Update SharePoint List Items Based On Condition Using Power Automate?

While working on the Expense Claim Application, I encountered a scenario where I needed to update SharePoint list items based on specific conditions. This is a common requirement when dealing with flows, especially when we want to automate specific actions, like updating the status of a claim or modifying other fields based on particular criteria.

In this Power Automate article, I will explain how to update SharePoint list items based on their conditions using Power Automate.

Update SharePoint List Items Based On Condition Using Power Automate

Let’s see how to update SharePoint list items based on various conditions in Power Automate. Such as:

Example – 1: [Update SharePoint Status Field Based On Approval Response]

I have a SharePoint list called Expense Claims, where employees submit their expense claims. Based on the approver’s response, I will update the Status field to Approved.

Now follow the below steps:

1. Create an automated cloud flow. Give the flow name and select the trigger When an item is created. Also, provide the Site Address and List Name.

2. Add the “Start and wait for an approval” action and provide the below parameters:

• Approval type: Select an approval type as “Approve/Reject – First to respond” from the drop-down.
• Title: Enter the title field value from the Dynamic content.
• Assigned to: Assign the email of the person who will approve/reject the request.
• Details: Enter the details about the requested from the Dynamic content.

3. Now, add the Condition action to check whether the Expense Claims request is approved or rejected. In the Condition action, set the condition to check if the Outcome (from the Start and wait for an approval action) is equal to Approve.

4. Next, add the update item action under the True condition and provide the below parameters:

• Site Address: Select a specific SharePoint site from drop-down.
• List Name: Choose a particular list.
• Id: Select Id from dynamic content under When an item is created.

Then, click Show all to display the advanced parameters.

• Approval Status Value: Select an Approved from the drop-down.
• Approval Comments: Select Responses comments from dynamic content under Start and wait for approval.

It will automatically add a for each loop.

5. Then add the update item action under the false condition and provide the below parameters:

• Site Address: Select a specific SharePoint site from drop-down.
• List Name: Choose a particular list.
• Id: Select Id from dynamic content under When an item is created.

Then, click Show all to display the advanced parameters.

• Approval Status Value: Select an Approved from the drop-down.
• Approval Comments: Select Responses comments from dynamic content under Start and wait for an approval.

It will automatically add a for each loop.

Now, it’s time to save the flow. Click on Test -> Select Manually. Add an item to the SharePoint list, but do not add approval status and comment.

Then, the approver needs to approve the request with comments.

After the approver approves the request, go to the SharePoint list, and you’ll see the SharePoint item update based on condition.

In this case, the condition is approved.

Example – 2: [Update Status Field Based On Date and Yes/no Columns]

I have a SharePoint list called Task Tracker, which helps your team manage their daily tasks. I want to update the Status field based on my due date. It will also check whether the task is completed. If yes, then the Task Status field will update to Completed.

Now follow the below steps:

1. Navigate to the Power Automate Home page, click + Create, and select the Scheduled Cloud Flow. Then provide the following information:

• Starting: Provide on which date you want to run your flow.
• at: Provide the time you want to run the flow, in my case, at 9:00 AM.
• Repeat every: We want to run the flow daily.

2. Then add the Get items action to retrieve the item in the SharePoint list and provide the below parameters:

• Site address: Select a specific site address from the drop-down.
• List Name: Select a specific list from the drop-down.

3. Now, add the Condition action to check whether the task’s Due Date is today and whether the employee has marked it as done.

In the Condition action, set the condition to:

• Check if the Completed? field is equal to true, and
• Check if formatDateTime(item()?[‘DueDate’],’dd/MM/yyyy’) is equal to formatDateTime(utcNow(),’dd/MM/yyyy’).

4. Add the update item action under the True condition and provide the below parameters:

• Site Address: Select a specific SharePoint site from drop-down.
• List Name: Choose a particular list.
• Id: Select Id from dynamic content under When an item is created.

Then, click Show all to display the advanced parameters.

• Task Status Value: Select a Completed from the drop-down.

Now, save the flow and run it manually. After the flow runs successfully, you will see the Task Status update to Completed in your SharePoint list or wherever the task status is tracked.

Conclusion

In this tutorial, I’ve covered how to update SharePoint list items based on specific conditions using Power Automate. I explained two scenarios: the first, automating the approval process in an Expense Claims list by updating the Status field to “Approved” or “Rejected” based on the approver’s response, and the second, automating the task status update in a Task Tracker list to “Completed” when the task is marked as done, and its due date is today.

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Bijay Kumar

After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.