How to update an a SharePoint list based on the changes made in another SharePoint List?

[AlieshaF]

Hi team,

I feel like this is a super common request, but previous threads haven't helped me as they're slightly different, or I can't link correctly (the same field word is used twice), or it's outdated.

I am trying to have two SharePoint lists that are connected in the following way:

List A: Has 5 columns and tickets/list items to be worked on by my department.

List B: Has the same 5 columns, but we want to share it with the sales team, with only some of the above tickets/list items.

• I've made an additional Yes/No column in List A called "Hidden" and have been able to link the lists so that only Non-Hidden options appear in List B.
• I've also successfully linked it so any newly created list item in List A flows straight to List B without duplications.
• However, my current issue is that I can't seem to update my existing List B items (such as Title or date due changes).
• Please note: it could be due to my entire setup, as I've been working on this for over 7 hours with a few different methods that could be doing more damage than good.
  
  I've added the following screenshots from Power automate, which flows so that when an item is created or modified in List A, the workflow will filter List A's items and find Non-Hidden (ignore Hidden eq true. I've done it a few times and false seems to do nothing, and true will show all No items). Then "For Each" is connected to Get items. Check ID will compare List A's ID is not equal to it's Original ID. If that's the case it will update them to be the same, then will duplicate the list item to List B. If it is the same...well I've edited the False option a few times as I can't seem to get passed it, but the idea is that it will pull the modified changes from List A and update the list B item that shares the same number in column "Original ID".

Any help would be perfect. And as crushing as losing the last 7 hours would be, feel free to tell me my entire setup is incorrect and there's a better way to go about this. I feel like making the Original ID column isn't actually useful, but the Microsoft list item IDs in List A and List B are generated to be different.

Thank you!!

[creativeopinion · Accepted solution]

@AlieshaF The logic of your flow needs to be adjusted. It's inefficient to loop through every item returned from the Get Items action to check if the ID matches the Original ID. Instead, you need to use a Filter Query in the Get Items action to locate the single item you are looking for. 

Whenever I use a filter query in a Get Items action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

Select the Dynamic content tab and insert the body dynamic content from the Filter Array action into the length() function.

Run a test. If an item is located, the Compose action should return a 1.

You can avoid the Apply to Each action and add the subsequent actions to your flow without needing to use the Apply to Each action. Refer to the YT Tutorial I've linked below.

I'd also recommend you add a Condition action to your flow. If items have returned (aka there is number stored in the Compose action—that is not equal to 0), add the rest of your actions to the Yes branch. If not, do nothing.

3 Mistakes YOU 🫵 are Making with the Apply to Each Action in your Microsoft Power Automate Flow

In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:

1️⃣ Looping through a Single Item

2️⃣ Creating Unnecessary Nested Loops

3️⃣ Looping through an Unfiltered Array

At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.

IN THIS VIDEO:

✅ How to avoid the Apply to Each action with a single item array

✅ How to use the item() function to access dynamic content in an array

✅ How to prevent unnecessary nested Apply to Each action loops

✅ How to use the Select action

✅ How to convert an array to a string with the Select action

✅How to use the Filter Query field

✅ How to count the number of items in an array

✅ How to use a condition control

✅ How to use the concurrency control

✅ How to set a top count

✅ How to use Compose actions for troubleshooting

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
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[AlieshaF]

Yup, this flow fixed the problem. Took a bit of shuffling to make sure the Hidden true/false would still fit, but I put it into the condition as AND with the length(. 

Now that it's flowed correctly with the test lists, I have a second error with the lists I actually want to use. But I believe it's a permission issue so I'll hassle my I.T. team. Thanks @creativeopinion!