Update SharePoint List with PowerAutomate

Updating a SharePoint list can be a breeze with Power Automate! This guide will walk you through the process step-by-step, ensuring you streamline your workflows and eliminate repetitive tasks.

1. Introduction to Power Automate

Power Automate is a powerful tool that automates workflows between your favorite apps and services. It helps you manage data effortlessly, keeping your SharePoint lists updated without manual entries. This means no more outdated information and a more synchronized team!

2. Setting Up Your SharePoint List

Before diving into Power Automate, ensure you have your SharePoint list ready. You can create a list directly in SharePoint or through Microsoft Teams, as they are linked. For this tutorial, we will use a Content Plan list, which includes fields like title, description, content medium, publish date, and approval status.

3. Creating an Automated Cloud Flow

To start automating your list updates:

1. Go to Power Automate and select Create.

2. Choose Automated Cloud Flow.

3. Set the trigger as When an item is created in your SharePoint list.

4. Designing the Flow

Once your flow is created, you’ll enter a designer interface:

• Use the new designer for a modern look, or switch to the classic view if you prefer its functionality.

• Set your trigger to the specific SharePoint list you want to monitor.

5. Adding an Approval Step

To control data entry:

1. Add an Approval action after the trigger.

2. Choose Start and wait for an approval. This allows you to review items before they are added to the list.

6. Configuring Approval Options

You can set up different approval types:

• Everyone must approve for group decisions.

• First to respond for quicker approvals.

7. Setting Conditions for Approval Outcomes

After the approval step, add a condition to handle the outcomes:

• If approved, update the SharePoint list with the necessary information.

• If denied, you can set up a separate flow or simply log the rejection.

8. Updating the SharePoint List

To update the list:

1. Use the Update item action.

2. Fill in the fields you want to update based on the approval outcome. Ensure you only update necessary fields to avoid overwriting existing data.

9. Testing Your Flow

Once your flow is set up, test it by creating a new item in your SharePoint list. Monitor the flow to ensure it triggers correctly and updates the list as expected.

With Power Automate, updating your SharePoint list becomes a seamless process. This automation not only saves time but also enhances productivity by reducing manual tasks.

By following these steps, you'll be able to manage your SharePoint lists effortlessly and keep your team synchronized and productive!

For more essential tips and tricks on Microsoft 365 applications, be sure to check out That Office Guy’s YouTube Channel.