Create SharePoint Item based on another SharePoint List

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Posted on by enswitzer

I would like to create a "Status Update" Item each month for every Active Project on my list. Is this possible?

My data looks like this:

Sharepoint List 1: Project Portfolio - Project Input (X represents data being loaded that just isn't important here)

Title	Project Status	Project Lead	Product Manager	Sponsor	Project Category	Objective	Scope	...
Project 1	Active	Erin Nicole	X	X	X	X	X
Project 2	Closed	X	X	X	X	X	X
Project 3	Proposed	X	X	X	X	X	X

Based on the Status of the Project (if ACTIVE), I would like to create a new Item in another SharePoint List at the beginning of each month and have it send a reminder to the Project Lead.

Sharepoint List 2: Project Portfolio - Monthly Project Status

Project Title	Status Date	Key Actions	Mitigation & Needed Support	Risks & Opportunities	Top Issues
Project 1	9/1/2020	*	*	*	*

* represents the data that would need to be filled out by Erin the project lead

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rsaikrishna

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@enswitzer

This is straight forward and feasible by using Flow.

Created a sample flow for your case:

Here are steps:

1. Create a scheduled flow to run the flow every month on a specific date.

2. Get all the items from Projects list whose status is Active. You can see this condition in FilterQuery field in Get Items action in the above screen shot.

3. Check if "Get Items" returns at least one item.

4. If there are at least one item, loop thru each item to Create an item and Send an email.

Regards

Krishna Rachakonda

If this reply helped you to solve the issue, please mark the post as Accepted Solution. Marking this post as Accepted Solution, will help many other users to use this post to solve same or similar issue without re-posting the issue in the group. Saves a lot of time for everyone.

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enswitzer 93 on at

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Thanks so much! This is great. I think I'm super close. However, when I try to use the Filter Query option - it says there is no dynamic content available. Do you know why that would be?

My condition I set up looks like this, but I don't think it's even getting to this step in the flow:

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enswitzer 93 on at

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OK - did some searching - understand why no dynamic expression, but I still can't quite get this to work... I am trying to use the Project Status ID field, where 2 = Active, but keep getting an error:

If I try to use the Project Status field, I think I'm running into an issue because when I look at the get item output when I have no filter, I find that the output is not just "Active" it actually looks like this:

"Project_x0020_Status":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":2,"Value":"Active"}

I've tried:

Project_x0020_Status eq '{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":2,"Value":"Active"}' as well, but still cannot get it to run through 😕

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enswitzer 93 on at

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Thanks so much for pointing me in the right direction! Couldn't get the Query Filter to work, but ended up getting all items and then filtering it before applying the logic.

@rsaikrishna - Thanks again!

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