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wja9473
Frequent Visitor

Need help, transfering data from 1 Sharepoint list to another but concatenating the rows into 1 using Power Automate.

Hello everyone,

 

I've been scouring the web and delving into Power Automate Templates, yet I haven't quite cracked the solution to my dilemma. Here's what I'm aiming to achieve:

 

I'm in the process of setting up a Power Automate flow to seamlessly transfer data from one SharePoint list to another SharePointConcatanate 2 SP lists.jpg List. I've attached a screenshot to provide a visual representation of the desired outcome.

 

In List 1, we have a column titled "Title," which may contain repeated values. Here's what I'm looking to accomplish:

 

Whenever a new item is added to List 1, I want it to generate a corresponding row in List 2 with the same "Title." However, in List 2, the "Title" column should only contain unique values from List 1.

 

For the first occurrence of a new, unrepeated "Title" in List 1, the associated data points (e.g., questions 1, 2, 3) should populate respective columns in List 2, where the "Title" matches between the two lists.

 

If a subsequent row is added to List 1 with a "Title" that already exists in List 2, I aim to concatenate all relevant data from List 1 with matching "Title" entries in List 2 and update accordingly.

 

I appreciate any insights or guidance you can offer on achieving this automation. Thank you in advance for your assistance!

1 REPLY 1
Wynt
New Member

It sounds like you want to create a flow that triggers whenever a new item is added to List 1 in SharePoint. The flow should then check if the "Title" of the new item already exists in List 2. If it does, the flow should update the corresponding row in List 2 by concatenating the data from List 1. If the "Title" is not found in List 2, a new row should be added with the data from List 1. I hope I'm understanding that correctly.

 

Here's a high-level overview of the steps we'll need to take:

  1. Set up a flow trigger to run when a new item is added to List 1.
  2. Use a condition to check if the "Title" of the new item already exists in List 2.
  3. If the "Title" exists in List 2, use the "Get items" action to retrieve the existing row(s) with the matching "Title".
  4. Concatenate the data from the new item with the existing data retrieved from List 2.
  5. Update the corresponding row(s) in List 2 with the concatenated data.
  6. If the "Title" does not exist in List 2, add a new row to List 2 with the data from the new item.

 

Here is a more detailed breakdown:

Step 1: Trigger the Flow

  • Open Power Automate and click on "Create" to start a new flow.
  • Choose the trigger "When an item is created" (or similar, depending on the exact SharePoint trigger options).
  • Select SharePoint as the connector and choose the site and list where List 1 is located.

Step 2: Check if Title Exists in List 2

  • Add a "Get items" action after the trigger.
  • Choose the site and list where List 2 is located.
  • Add a filter query to check if the "Title" column in List 2 matches the "Title" of the new item from List 1.
    • After adding the "Get items" action for List 2, click on the "Show advanced options" link below the action.

    • In the "Filter Query" field, you can specify the filter criteria. The filter query language follows OData syntax.

    • Assuming the "Title" column in List 2 is called "Title" as well, the filter query should look something like this: Title eq '[Title from List 1]'

    • Replace [Title from List 1] with the dynamic content representing the "Title" of the new item from List 1. You can select this dynamic content by clicking on the "Add dynamic content" button and choosing the appropriate value from the dynamic content pane.
    • Your "Get items" action should now be configured to retrieve items from List 2 where the "Title" column matches the "Title" of the new item from List 1.

    • Ensure that you configure the condition to check if any items were returned from List 2 based on the filter query.

  • Add a condition below the "Get items" action to check if any items were returned.
    • Click on the plus icon (+) below the "Get items" action.

    • In the actions panel that appears, search for "Condition" and select the "Condition" action.

    • In the condition configuration, you'll set the condition based on whether any items were returned from List 2.

    • For the condition, use the dynamic content from the "Get items" action to check if any items were returned. This dynamic content typically includes an array of items retrieved from List 2.

    • Configure the condition to check if the length of the array of items is greater than zero. This means that items were returned, indicating that the "Title" already exists in List 2.

    • Configure the "If true" branch of the condition to handle the scenario where items were returned.

    • Configure the "If false" branch of the condition to handle the scenario where no items were returned, indicating that the "Title" does not exist in List 2.

    • Here's a simplified example of how the condition might look:

      • Condition: length(body('Get_items')?['value']) is greater than 0

      This condition checks if the length of the array of items returned from List 2 is greater than zero.

Step 3: Update or Add Row in List 2

  • If items were returned in the condition, it means the "Title" exists in List 2. Since the condition checked if any items were returned from List 2, we need to iterate through each returned item to update them. To do this, add an "Apply to each" loop.
    • Click on "Add an action" below the condition.
    • Search for "Apply to each" and select it.
    • In the "Select an output from previous steps" field, choose the output of the "Get items" action, which contains the items retrieved from List 2.
  • Inside the loop, we need to concatenate the data from List 1 and List 2 for each question. To achieve this, add a "Compose" action. The "Compose" action allows you to combine data using expressions.
    • Inside the "Apply to each" loop, click on "Add an action".
    • Search for "Compose" and select it.
    • In the "Inputs" field of the "Compose" action, use expressions to concatenate the data from List 1 and List 2 for each question. For example, you can use expressions like concat(item()?['Question1'], ', ', triggerBody()?['Question1']) to concatenate the data.
  • After composing the concatenated data, you'll use the "Update item" action to update each corresponding row in List 2 with the concatenated data. Configure the "Update item" action within the "Apply to each" loop to update each item iterated through.
    • Inside the "Apply to each" loop, click on "Add an action".
    • Search for "Update item" and select it.
    • Configure the "Update item" action to update each corresponding row in List 2 with the concatenated data. Use the outputs from the "Apply to each" loop to reference the current item being iterated through.
  • If no items were returned from List 2, it means the "Title" does not exist, and we need to add a new row with the data from List 1. To do this, add a "Create item" action outside the "Apply to each" loop.
    • Outside the "Apply to each" loop (in the "If false" branch of the condition), click on "Add an action".
    • Search for "Create item" and select it.
    • Configure the "Create item" action to add a new row with the data from List 1. Use the dynamic content from the trigger to populate the fields in List 2.
  • Once you've completed these steps, your flow should update existing rows in List 2 if the "Title" already exists or add a new row if the "Title" does not exist.

Step 4: Test the Flow

  • Before saving the flow, click on "Test" and then "Test" again to run the flow.
  • Add a new item to List 1 in SharePoint and ensure that the flow triggers and performs the desired actions in List 2.

 

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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