Power Automate update SharePoint list item

In this Power Automate or Flow tutorial, we will discuss how to update SharePoint List item using Power Automate or Microsoft flow.

So, here we will create a Microsoft flow that will update the item in the SharePoint Online List automatically. Let us see an example of the Power Automate update SharePoint list item.

Update SharePoint List Item using Microsoft Flow

Here we will see how to update SharePoint List Item with multiple conditions using Microsoft Flow.

I have a SharePoint task list, when a user creates an item in the task list according to the technology field value one person will be assigned automatically to that task.

For example:

  • If a user selects SharePoint, automatically a person ([email protected]) will be assigned in the Assigned To field.
  • Similarly, if a user selects Python, automatically a person ([email protected]) will be assigned in the Assigned To field.
  • If the user changes the Technology to SQL Server from Python, then automatically, the Assigned To field will be charged to [email protected]

This will work in the same way, for both while creating an item as well as while editing the sharepoint list item.

Steps to Update SharePoint List item using Power Automate

Step 1: Create SharePoint Online task list

I have already created a task list in SharePoint Online which had the 7 columns with the required column type.

Column NameColumn Type
TitleSingle Line of text
DescriptionMulti-line of text
Assigned toChoice
StatusChoice
TechnologyChoice
Start DateDate and Time
Due DateDate and Time
Previous TechnologySingle line of text
SharePoint Online Task list
new task list 3
Power Automate update SharePoint list item

Once the SharePoint Task list is created, we will move towards the next steps to create a Flow.

Step 2: Create A Flow in Power Automate

Now, we will create a flow, which will trigger when we create a task or modify a task in the sharepoint task list.

  • Log in to the Power Automate, then click on “Create” icon in the navigation bar to create a new flow, then select Automated cloud Flow.
Power Automate update SharePoint list item
Power Automate update SharePoint list item
  • Now Provide the Flow name, then select the trigger i.e. When an item is created or modified, to start the flow. Then click on Create.
Power Automate update SharePoint list item
Power Automate update SharePoint list item

Step 3: When an item is created or modified

In this step, we will provide the site address and the list name in which you want to update the task.

Power Automate update SharePoint list item
Power Automate update SharePoint list item

Also, read Power Automate Switch Case Multiple Conditions

Step 4: Condition to check the technology value and update items with the assigned person

Here we have 4 choices in the technology column these are SharePoint, Python, SQL, and MongoDB. So we will create 4 conditions if one condition is satisfied then that technology item will be updated in the task list with the assigned person.

  • Now click on the Next Step, to add the condition, then select the condition Action from choose an Operation.
Power Automate update SharePoint list item
update list item using Microsoft flow
  • Now provide the condition for sharePoint, i.e. Technology value is equal to SharePoint.
  • If the above condition is satisfied then If yes section will run, so add an action to Update item.
  • Then in the Update item for SharePoint, provide the site address, list name, id, title, Start date, and in the assigned to add the person email id(hard coded value).
  • In the previous technology assign the technology value from the dynamic content, so previous technology field store the value of the technology field.
update SharePoint list item using power automate
Power Automate update SharePoint list item
  • If the condition for SharePoint is False, then it will check if no part of the condition in the flow, so here we will add the another condition for python i.e. technology value is equal to Python.
  • Then in if yes part add the updated item action which will update the task with python technology, and assign the person(with the hard coded value).
  • In the previous technology assign the technology value from the dynamic content.
How to update SharePoint list item using power automate
update sharepoint list item with flow
  • And if the condition for python is also false then it will check the if no part of the condition for python, so here we will add another condition i.e. Technology value is equal to SQL.
  • If the condition for SQL is true, in similar way you can add the update item for SQL.
  • In the previous technology assign the technology value from the dynamic content
update SharePoint list item using microsoft flow
Power Automate update SharePoint list item
  • If the condition for SQL is also false, then it will check the if no part of the condition for SQL, so here we will add another Condition i.e. Technology value is equal to MongoDB.
  • If the Condition for MongoDB is satisfied, in that condition it will go to the If yes part, so add an action to update item for MongoDB.
  • In the previous technology assign the technology value from the dynamic content
How to update sharepoint list item using flow
update sharepoint list item using flow

Once the flow is created, click on Save and then test the flow manually, if there is no error or warning.

Read Power Automate send email from shared mailbox

Step 5: Add Trigger Condition

After saving the flow, the Power automate will throw a warning message of infinite trigger loop, this is because of ‘update item’ action in the flow would update the item, and as soon as the item is updated in SharePoint list, the flow would triggered again.

Power Automate update SharePoint list item
Power Automate update SharePoint list item

To stop this infinite trigger loop, we will add a trigger condition, which will trigger when the previous technology value is not equal to technology value, other flow will not trigger.

So, to add the trigger condition, click the more icon in when an item is created or modified.

Then click on setting-> under Trigger condition -> Click on Add.

Power Automate update SharePoint list item
Power Automate update SharePoint list item

Then add the below trigger condition:

@not(equals(triggerBody()?['Technology']?['Value'], triggerOutputs()?['body/PreviousTechnology']))
Power Automate update SharePoint list item
Power Automate update SharePoint list item

Step 6: Run the Flow

Now in SharePoint List add a task, while adding value, don’t add value to the ‘assigned to’ field.

So here I have created a task i.e. “Power Bi Sum, and I have added the technology as SharePoint. So you can see that the flow had assigned a person to that technology.

update sharepoint list item with flow
update sharepoint list item with flow

And also in Power automate you can check the flow, as I have selected SharePoint as technology, so we can check the condition for Sharepoint.

In the below screenshot you can see the condition for SharePoint is true.

update list item using microsoft flow
update sharepoint list item using flow

As a condition for SharePoint is true, so update item for SharePoint will be updated. And you can check by expanding the update item action for SharePoint.

update sharepoint list item using flow
Power Automate update SharePoint list item

In this Power Automate tutorial, we learned how to update item in SharePoint Online List using Microsoft flow.

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