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Update a SharePoint list item based on another item in the same list

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Posted on by GarySD

Hi,

I'm attempting to update a SharePoint list item based on another item's value in the same list. The column I'm testing is called "EOP Response Documentation", which is multiline text. If this item is not empty then I need the list item "EOP Document Status" to change it's value to "Draft in Review". Otherwise it should remain at the default value of "Not Started". The flow I'm working on looks like this. This item is a dropdown choice, single select only, "Not started", "Draft in Review", and "Completed".

Unfortunately, this what the output looks like in the "EOP Document Status" column

These are the three choices from the dropdown list. The third choice "Completed" will need to be based on a a "Yes/No (checkbox) item, i.e. if the item is checked "Yes" then the "EOP Document Status" should change to completed.

Any help would be greatly appreciated.

Thanks, GarySD

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v-yetonggu-msft on at

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Hi @GarySD ，

Please try this expression in "EOP Document Status" parameters:

join(xpath(xml(json(concat('{"body":{"value":', item()?['EOPDocument'] , '}}'))), '/body/value/Value/text()'),',')

Best Regards,

Sunshine Gu

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GarySD 10 on at

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Hi Sunshine Gu,

Thank you for the help!
I'm not sure what you mean by "parameters" . Is it in the flow that I'm working on? If so, I'm not sure where in flow that would be? I'm new to building flows and power apps in general.
Thanks again.

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GarySD 10 on at

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I did try to paste your solution into this section of the flow.

When I ran the flow, it errored out with this message.

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ganeshsanap 1,551 on at

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@GarySD If you are using single selection choice column in SharePoint list, You should see choice options like below in "Update item" action where you can directly choose "Not Started" as you have update item action inside "If no" block.
Let me know if this works for you.
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GarySD 10 on at

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Thank you!
That did help me to get the logic straight.

I do have have 2 things to work out.

First, when I changed this flow from a manually triggered flow to "When an item is created or modified", it will run as an infinite loop. I don't know what to do to keep this from happening.

Second, I had already built an automated email that triggers when the status is changed to "Draft in Review". In both the manual and when "When an item is created or modified" flow are ran, a new email is sent for every row that has "draft in Review". Again, I don't know what to do to keep this from happening.

Here is the current version of my flow.

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GarySD 10 on at

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To clarify, not just the updated "EOP Document Status" Column items but even the items that already had "Draft in Review" listed will send out an email.

Thanks again.

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sunilrana86 2 on at

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To stop the infinite loop, you should be adding a condition check and terminate action. It can be based on modified by a specific user under which the update action running. It can also be a specific field value which we are updating.

Can you share some more details so that I can guide you further on this?

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