how to update item in list based off responders email on forms via another sharepoint list

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Posted on by Amber_L

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Hey guys,

Pretty tricky to think of a subject for this post but hopefully its close enough.

I have created a form on Microsoft forms and I have a flow that will populate a sharepoint list based on the responses.

Now, one of the columns in my sharepoint list is a choice field. I want this field to be populated based on the responders email.

The tricky part is I need to get the responders email, check for their email in another seperate sharepoint list and then send back the value to place in the choice field of my first list. I have an image below to hopefully explain a little better:

Is this something that is possible within flow?

I currently have 'Get Items' with filter = Choice eq 'Responders Email'

but when I go to add in the value into my choice field in list 1, I can only select the ID from list 1, not the Title field.

Categories:

Building flows

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v-albai-msft on at

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Hi @Amber_L ,

Does your Choice column allow multiple selections?

Have you enabled below setting of your Choice column?

If this column does not allow multiple selections and also it allows add value manually, you can use a variable to keep the Title value of filtered record, and then create/update list item in the first list and set Choice column to this variable.

You can refer to my flow.

Get Responders Email:

Create a blank variable called “ChoiceValue”, then filter records from the second list whose “Email=responders email”:

Since we have get the correct record from the second list, set variable “ChoiceValue” to the this record’s Title column. And then create a new list item in the first list using this variable:

First(body('Filter_array'))?['Title']

See my result:

Best regards,

Allen

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Amber_L 181 on at

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Hey Thanks for your help!
I have actually just realised my choice column is actually a lookup column, is this still possible?
I have followed your steps however once I get to Create Item, I cant actually select the variable, it isn't an option.

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v-albai-msft on at

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Hi @Amber_L ,

You need to do a little changes of the variable(change its type and set to another value).

See my example, the lookup column in the first list called "Lookup1" and gets Title value from the second list:

Create a Integer type variable instead of a String type variable:

In “Set variable” action, use this:

int(First(body('Filter_array'))?['ID'])

Then create a new list item using this variable:

See result:

Best regards,

Allen

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Amber_L 181 on at

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Apologies, I think there is still some confusion. My lookup column is actually referencing a third list. I've added to my image explanation to ellaborate more
so my sharepoint list 1 will pick the lookup value based on the value that is pulled from sharepoint list 2, hopefully this makes a little more sense

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v-albai-msft on at

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Hi @Amber_L ,

Here is the process:

1. As the flow in my first reply, we have get the Title Value in list2(list item which Email=responders email). For example, create a String variable called "TitleValue"=First(body('Filter_array'))?['Title'].

2. Use above Variable to find the matched list item from list 3 which list3.Choice.Value=TitleValue.

This time we can get the matched list item from list3.

3. As the flow in my second reply, get the ID column value of above record, then use this variable to create list item.

Best regards,

Allen

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Amber_L 181 on at

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Oh perfect thank you! I have managed to get that working now! Thanks heaps for your help

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kinghnvn on at

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Hi Allen,
I'm trying your flows but it's not working
Below is the error, can you please take a look and advise?

ProjectName Id: First(body('Filter_array'))?['Title']

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