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Update all matching criteria in secondary list when primary list is updated

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Posted on by Armyrunner

I am attempting to update a secondary list after the primary list is updated using Flow. From time to time my projects (in the primary list) change agents and I need to update all permits with the new agents email address in the secondary list for that project number. The project list form is used to update the project data in SharePoint.

I have 2 lists. The first is the primary list called "Projects" , the secondary list is called "Permits".

Both the primary and secondary lists have several fields that are different however they include two that are the same, projectnumber & agentemail

The primary list has the field projectnumber as a unique value in SharePoint. The agentemail field only contains one email address.

The secondary list has multiple entries with the same projectnumber with the associated agentemail listed from the primary list.

As stated earlier, my goal is to update all matching projectnumber and agentemail entries in the secondary list that match the primary list when the primary list is modified.

Primary List (Before):

Secondary List (Before):

Secondary List Final Result (After primary list is updated with Wilma on project # 123, joe is no longer listed on the Permits - Flow):

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Using flows

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Ellis Karim 11,793 Super User 2025 Season 2 on at

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The flow would resemble something like this:
When an item is modified in then Primary list,
Get all the items in the Secondary list that have a matching project number (Filter Query)
Update each of the items we got from Secondary list with the updated agent email address
We then update all the items we got from the Secondary list (stored in value) with the updated agent email address:
Here is a closer look at which columns are being used in the Update item action (click the image to view a larger version of the image):
Hope this helps.
Ellis

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Armyrunner 28 on at

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Thank you for your interest. When I apply this solution I get a flow failure. It appears the filter suggested is not working properly. The error suggests that the column projectnumber does not exists however it clearly does in both lists.

This is the error:

This is the suggestion:
This is what was inputted into the flow.
This is the primary list showing the projectnumber field

This is the secondary list showing the projectnumber field

Suggestions?

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Ellis Karim 11,793 Super User 2025 Season 2 on at

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Sorry, I should have mentioned that you will need to replace the column name projectnumber with the correct name from your Secondary list. I tried to guess. I tested it in my development environment.
Replace projectnumber with the SharePoint's internal column name from your Secondary list. This can be found in the column settings screen, in the URL. An example is given below where the actual internal column name is StatusPMValue:
The reason why you are getting the error for the filter query is that you had renamed the SharePoint Title field to projectnumber - but its internal SharePoint name is still Title. I noted that your Secondary list is missing the default Title column - so you must have renamed it:
Ellis

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Armyrunner 28 on at

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That worked great. Since I changed the default Title column to projectnumber I needed to have the original field name in place as you pointed out. Thank you for the solution.

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