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Increment a column value on a SharePoint List

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Posted on by hhuynhfm

Hello.

I need a column called Version #/Version_x0023_ on my SharePoint lists to increment by 1 every time the item is modified. It is working when the user modifies the item once, but not for multiple modifications of the same item.

Basically, the flow triggers when an item is created or modified in my SP list. Then, I retrieve the item and create a new item using the same info in another SP list. Then I use a switch action for two cases: when the project status is open and when the project status is modified. The flow is able to change an item's version # from 1 to 2 after the user modifies the item once, but not from 2 to 3 and beyond when the user modifies the item again.

I have attached screenshots. The compose action contains the formula "if(equals(body('Get_item')?['Version_x0023_'], null), 1, add(int(body('Get_item')?['Version_x0023_']), 1))".

Screenshot 2024-05-07 094346.png Screenshot 2024-05-07 094722.png Screenshot 2024-05-07 094827.png

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Expiscornovus 32,856 Most Valuable Professional on at

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Re: Increment a column value on a SharePoint List

Hi @hhuynhfm,

Out of interest, what is the reason you are not using the out of the box version history but creating your own version history numbering? Do you have a specific requirement that you want to create your own bespoke version number?

Microsoft keeps track of the version history for you by default in your List. You just need to add that version column to your view. Below is an example of that feature.

1. Version history menu item

2. Add Microsoft Version column to view

3. Example of Version column value

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hhuynhfm on at

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Re: Increment a column value on a SharePoint List

Hi @Expiscornovus !

I have tried the versioning column created by SharePoint, but it doesn't work for my purposes because it increments the version number every time I update my file (which is many times throughout this flow) and this creates some confusion about how many times a user has actually changed the item themselves.

My flow creates a new item for every modification made so even if I were to configure the versioning to only create a version each time I edit an item in the list, the version # will only ever show up as 1. Thus, I need my flow to recognize if an item has been modified before and change the version # itself. But thanks for the suggestion!

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Expiscornovus 32,856 Most Valuable Professional on at

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Re: Increment a column value on a SharePoint List

Hi @hhuynhfm,

You can update an item via the ValidateUpdateListItem method. In this method you can use the bNewDocumentUpdate property to make sure your item does not get a new version:

https://robertschouten.com/2018/04/30/update-file-metadata-with-rest-api-using-validateupdatelistitem-method/

https://techcommunity.microsoft.com/t5/microsoft-sharepoint-blog/update-file-metadata-with-rest-api-using-validateupdatelistitem/ba-p/1365682

This way you can keep using the system Version column, without incrementing the version via your flow.

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