Updating an existing Sharepoint List item from Microsoft Form responses

[SCMSAC]

Hi, I have a SharePoint list of vehicles with Title = Vehicle Registration and various columns with vehicle model, parking location etc. Every month we inspect the vehicles and fill up a Microsoft form putting the odometer reading. I would like to: every time an inspection is completed (therefore a form is completed) it updates my vehicle list with the date the Microsoft form was created and the new odometer reading... The only common item between the form and the list is the registration number of the vehicle. Would anyone know how to make the form do a lookout search for the common field and update that field with the new answer? What ID should I use? Here is my flow so far:

Thank you so much!

[v-chengfen-msft]

Hi @SCMSAC ,

Please use [Get items], use Filter query in it, filter it out through [number of the vehicle], and then Update item

Here is test for your reference:

Here is a link about filter query for your reference:

Power Automate OData filter query with examples - SPGuides

Best Regards

Cheng Feng

[grantjenkins · Accepted solution]

You can use Get items and have a Filter Query to find items that have the Registration on your Form.

For this example, I've got the following SharePoint List.

And the following Microsoft Form.

See full flow below. I'll go into each of the actions.

When a new response is submitted and Get response details are what you already have.

Get items has a Filter Query to only return items that match the Registration, and also set Top Count to 1 since we are only expecting a single item.

Condition will then check to see if it found an item by looking at the length of the items returned - which should be 1 in our case. The expression used here is:

length(outputs('Get_items')?['body/value'])

If it does have 1 item, the Yes branch runs. In there we have an Update item using the ID of the item returned. Note that Get items will always return an array of items even if it's just a single item, so in our case it will still put the Update item within an Apply to each, but it will only loop once. In the Update item we can use the values from our Microsoft Form to update the List item (in this example, I'm updating the Odometer).

However, if the Condition doesn't return an item (length is 0) then you could potentially have a Create item in the No branch.

[SCMSAC]

That worked perfectly! Thank you!!

[jabrehmer]

I followed these steps for my own project, but am now unable to get any new entries to populate in my sharepoint list.

[grantjenkins]

@jabrehmer Are you able to create a new post with your details. Feel free to ping me in the post so I see it.

[jabrehmer]

I will, but I am unsure how to create a new post here..

[sledgwick2]

Hi Grant, where in your flow does it identify with one of the 3 items on your list it should update? I am trying to create a flow that updates Grant information but I can not figure it out. I am wondering what am I missing from my flow. There are existing grant entries in my SharePoint list from a previous form that was complete by our employee. Now a 2nd form is being completed to update an item field grant amount. I have searched and search and this site page is the only one that is starting to become helpful.