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'Update Item' and ignore numerous choice fields?

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Posted on by DaveDave

When using the SharePoint list 'update item', I only need to update 3 columns. However, the list item has numerous choice fields (that I don't want to change). However, in the 'update item' details, every single choice column is populated, which if run, will update all of those fields (It may be selecting a default value, or the first alpha value).

Other column values are blank, and I understand if I do nothing, they will not update. However, every choice column already has a value in the flow details for 'update item'. Is there a simpler way of ONLY updating the fields/columns we select as opposed to every column being visible?

I'm getting an API id from the list and calling an HTTP Request, and using some properties from the API call to update corresponding columns in the list.

Get Items > Apply to Each1 [ Get Item > HTTP Request > Parse JSON > Apply to Each2 [ Update Item ]]

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abm abm 32,865 Most Valuable Professional on at

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Hi @DaveDave

Could you please show a screen shot of your flow and the output of the update before and after in SharePoint?

Thanks

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DaveDave 12 on at

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Here is the flow overview:

There are numerous sensitive fields if I expand the 'Update Item' action (and the number of fields stretches beyond the screenshot), but all the columns are visible (including the choice columns), but the choice columns are already populated with an option (either the default entry or the first alpha entry).

The output just shows whatever that default or alpha selection was as the value. And it does change that value in the list. I've done this before and a choice field was blank unless I selected it to change the value. I thought perhaps the way I have the flow setup is resulting in choice fields being pre-populated?

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abm abm 32,865 Most Valuable Professional on at

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Hi @DaveDave

Thanks for the screenshot.

So what you are saying is if you left it blank then it default to whatever values and overwrite those values? I need to test this?

Thanks

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DaveDave 12 on at

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Hi @abm ,
yes, that's right.

If you notice in the screen shot, there are SOME choice fields that are blank (one in the screenshot but more outside of the visible section I captured). But there are also choice fields that already have a value there (the one's greyed out, and they are one of the choices in that field).

Seeing that this is within a 'Apply to Each', I obviously don't want to change or set those choice fields or leave a value within the details because it will (and does in my testing) change those choice fields in the list entry.

Everything else is working fine, data is being parsed correctly and associated to the correct list item id, etc. It's just that because those choice fields have an option within the 'update item' details, the flow thinks it's something it needs to update.

I suppose there isn't a way around this? I really wish MS would update this 'update item' so you only have to include the fields or properties you want to update and nothing more.

I thought about maybe creating a separate list view with only the columns I want to change, and in the step 'Get Item', select that view in the 'Limit Columns By View'?

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abm abm 32,865 Most Valuable Professional on at

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Hi @DaveDave

I have tested this. I have a choice column with default value and also it allows multiple values.

Here are my test results:

Test using default value

1. Created a list with no choice. List created with default value.

2. Update the list item and left the choice field blank.

3. It still shows the default value which is the expected result.

Test using multiple values

1. Created a list with multiple values under choice column.

2. Update the list item and left the choice field blank.

3. It still shows the multiple values which is the expected result.

Not sure why in your case it is going wrong?

Thanks

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DaveDave 12 on at

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Hi @abm ,
I appreciate you taking the time to test this. I'm not sure either.

As you can see from my screenshot, choice fields already have values in them in the 'update item' step (I didn't select anything, I would expect blank by default). Of course if there was no value (it was blank), and I didn't change the value, it will not change the choice field value when it 'updates item'. It's not about the ability to choose a value in the choice field (yes, it does show up as well for me).

The problem is there ALREADY IS a value in the 'update item' (instead of blank), and I wonder if it has something to do with being in a 'apply to each'. I can't ignore the value because it will actually change EVERY list item to that choice field value.

This is quite frustrating. For something seemingly so simple it is forcing me to create additional workaround and create additional lists with limited number of columns to avoid this.

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abm abm 32,865 Most Valuable Professional on at

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Hi @DaveDave

Without seeing the config and data its difficult for me to give you an exact answer.

Thanks

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gerryflores 2 on at

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Hi Abm,
This is nearly a year from when you posted this, but I am experiencing the same issue. However, I cannot leave the choice field blank as my field is a required field... so PowerAutomate won't let me save the flow unless I specify a value for it. How do I proceed then and tell the flow to leave that field alone? I've tried setting it to the existing value but I can't work out the syntax to do this (it's easy on other fields but I cannot figure out how for choice fields).

Any help?
Thanks and regards
Gerry

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DaveDave 12 on at

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Hi @gerryflores
OP here. Since this behaviour wasn't consistent (even within my team), I chose to tackle the underlying problem using a different connector method.

From what I can recall, this is expected behaviour from what I read. If a choice field is required, it must have a value when updating the item. Unfortunately, it doesn't appear to ALWAYS demand a value from every required field, making this task even more frustrating.

2 suggestions I recall.
- Use an http connector and update the item rather than using the SharePoint update item connector
- Add an extra step before the item update (get item), so you can dynamically populate the required field with the existing item value

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Phil888 13 on at

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Just wanted to chime in with my solution;

You can create custom view just for the specific column(s) you need, then select that in `Limit Columns by View` option.
This will only provide fields from given view to update.

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