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Using Microsoft Flow to update a list item based on duplicate values in fields

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All,

 

I'm fairly new to Sharepoint. We don't have a Sharepoint specialist at our company but we are using Sharepoint as a solution to create a simple certification tracking site. I have a list that contains records of certifications. Employees are certified in multiple areas. They are recertified yearly in each area to verify that they are competent in their work.

 

Here is an example of two records in my list. 

ListExample.PNG

You'll notice that in both records the Title and Employee field values are the same. You'll also notice that the Cert Issue Date field values are different.

 

I need a flow that will find records in a sharepoint list that have the same values in the Title and Employee fields but a different value in the Cert Issue date field. Then, once it has found those records I need the flow to update Active field for the most recent Cert Issue Date field to Yes and any others to No.

 

I need this flow because I need to be able to create a view to see when employees need to be recertified but I want only the most recent record. For example, if I have been trained on Sharepoint every year for the last three years, but I want to see when my next training is due, I only want to see the most recent record.

 

I hope this makes sense.

 

Thanks for the help.

 

 

  • Re: Using Microsoft Flow to update a list item based on duplicate values in fields

    Scott,

     

    The employee column is a text field. The column will contain the first and last name of the employee for that record. 

    The Calculated Exp. Date column is a calculated column. The formula for the calculation is =[Cert Issue Date]+(CertificationPeriod*365)

    The certification period column has a default value of one. 

     

    Thanks for the help.

     

    - Logan 

  • ScottShearer Profile Picture
    ScottShearer 25,150 on at
    Re: Using Microsoft Flow to update a list item based on duplicate values in fields

    @Anonymous 

    I am in the process of writing a solution for you but I need to know more about the employee column.  Can you tell me what type of column it is?  Is it a person or group column?  A choice column?  A text colum?

    Also, how are you calculating the expiration date?

     

    My solution will involve a couple of loops and an OData filter.

     

     

  • Re: Using Microsoft Flow to update a list item based on duplicate values in fields

    @v-bacao-msf 

     

    Thanks for the reply. I can achieve what I need by filtering the list using the steps in your reply. However, I would have repeat this process for hundreds of existing records and everytime a new record is added. No-one in our company would have time to do that, and it is waste.

     

    I've done something similar with Access in the past. In Access I had a query that would look would filter records by the Last record. Is there no way to replicate this in Sharepoint? Is this the wrong place to post this question? 

     

     

     

  • v-bacao-msft Profile Picture
    v-bacao-msft on at
    Re: Using Microsoft Flow to update a list item based on duplicate values in fields

    Hi @Anonymous ,

     

    Maybe you could modify the specified field value by filtering the field directly in SharePoint list.

     

    For example:

    You could use Title and Employee fields to filter out the items with the same value of the two fields, and then sort the values of Cert Issue Date field to filter out the most recent items.

     

    Image reference:

    37.PNG38.PNG

    Hope it helps.

     

    Best Regards,

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