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Helper I
Helper I

Shift one item from Sharepoint list 1 to sharepoint list 2 on change of a column parameter in list 1

Hi Experts,

 I am using 2 different SharePoint lists  but the columns names in these 2 lists are same. These lists are on the same SharePoint site. One list is for ‘Completed Projects’ and second is for ‘Ongoing Projects’.  I have one column name as ‘Project Status’. Now I want to know if it is possible if I edit the value of ongoing projects list and change my Project Status from ‘Active’ to ‘Completed’ and with this status change my that particular entry/item in ‘Ongoing Projects’ List gets shifted/moved to ‘Completed Projects’ List. Any help and ideas are very much appreciated.

 

1 ACCEPTED SOLUTION

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Super User III
Super User III

Re: Shift one item from Sharepoint list 1 to sharepoint list 2 on change of a column parameter in list 1

@IMathur 

If I understand you correctly, when the status changes to "Completed you want to:

  1. Create an identical item in another list
  2. Delete the existing item

All you need to do is to use a SharePoint When an item is created or modified trigger.  Have a condition that looks at the Project status column.  If it equals Completed

  1. Use a create item action to create the new item
    1. Reference values from the trigger in Dynamic properties when populating the new item values
  2. Use a SharePoint delete item action to delete the current item
    1. Reference the ID from the trigger in Dynamic properties when asked for the ID

You could even eliminate the condition and create a trigger filter so that the Flow won't even run unless the status is completed.

Remember that if your status is a choice column you need to use the item from Dynamic properties that says "Project Status Value" in your condition.

Let me know if you need additional help

image.png

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

3 REPLIES 3
Highlighted
Super User III
Super User III

Re: Shift one item from Sharepoint list 1 to sharepoint list 2 on change of a column parameter in list 1

@IMathur 

If I understand you correctly, when the status changes to "Completed you want to:

  1. Create an identical item in another list
  2. Delete the existing item

All you need to do is to use a SharePoint When an item is created or modified trigger.  Have a condition that looks at the Project status column.  If it equals Completed

  1. Use a create item action to create the new item
    1. Reference values from the trigger in Dynamic properties when populating the new item values
  2. Use a SharePoint delete item action to delete the current item
    1. Reference the ID from the trigger in Dynamic properties when asked for the ID

You could even eliminate the condition and create a trigger filter so that the Flow won't even run unless the status is completed.

Remember that if your status is a choice column you need to use the item from Dynamic properties that says "Project Status Value" in your condition.

Let me know if you need additional help

image.png

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

Highlighted
Helper I
Helper I

Re: Shift one item from Sharepoint list 1 to sharepoint list 2 on change of a column parameter in list 1

Thanks for the reply Scott!

i have tried implementing the steps and it worked fine! 🙂

can you please also elaborate more on how to do this 'You could even eliminate the condition and create a trigger filter so that the Flow won't even run unless the status is completed.'

 

 

Highlighted
Super User III
Super User III

Re: Shift one item from Sharepoint list 1 to sharepoint list 2 on change of a column parameter in list 1

@IMathur 

A trigger filter  is designed to allow the trigger to run/fire only when an expression used in the filter evaluates to true.

I usually create my trigger filters in two steps.  First I add a condition to my Flow and enter the expression that I'll use in the filter.  This makes it easy for me to create the expression because I do it in the expression editor and can pick values from Dynamic properties.  Click on the link below to see a video showing how I created my condition.  My condition evaluates to true when the Project status is complete.

Link to video 1

After I add the condition, I run my Flow to make sure that my expression operates properly.

After testing, I copy the expression to my clipboard.  Then I go to the settings for the trigger and click to add a filter.  The filters all start with an @ so I enter the @ and then paste the expression.  Then I can remove the condition.

Link to video 2

Once you add a trigger condition, you no longer need a condition in your Flow as it will only run when the Project Status is Complete.

 

Please let me know if you have additional questions.

 

 

 

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

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