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Sending tasks to lists based on column tick

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Posted on by bm8

I have a sharepoint list, where the title column is a GUID. There is then a single line text field outlining a task (e.g. "clean the windows of the building) and a list of all the partners in our network (partner 1, partner 2, partner 3).

I also have lists titled partner 1, 2 and 3 etc with the same format.

Is there a dynamic lookup that would allow me to add a task, tick partner 1 and 3, and have the content from the main task be created in the list for partner 1 and 3 only?

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Andrew_J 1,962 Moderator on at

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@bm8

This is what the master list would look like:

Site Task Company 1 Company 2 Company 3
Any Site Clean Windows Y Y

And when it gets to Company 1 list it looks like:

Site Task
Any Site Clean Windows

Is this what you want to achive?

Regards,

Andrew
You can do this

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bm8 31 on at

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Hi,

Exactly that - I think it'd be something like...
For a selected item, and then some kind of for all through the columns, where if the column is ticked the column name can be used in a create item function with the column name matching the list name meaning a dynamic expression can be written for the list URL

For a selected item
initialize variable x3
set variable string (guid)
set variable string (the task)
For each - where column is ticked
set variable string (column name)
create item - dynamic list name (www.lists.com/[column name])
Insert variables

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Andrew_J 1,962 Moderator on at

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@bm8

I am going to eat now as it is that time in the UK, but will be back in an hour or two so will write more then.

Andrew

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Andrew_J 1,962 Moderator on at

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@bm8

Okay that was good to get some food inside me, now on to you issue:

You need to set up as many parralle branches as you have companies, I have onyl uised three in the example as above:

The above has not been labled correctly

In the true if part of the above I would use the dynamic output of the company selection via Y and in the RHS just add a 0.

Then under true for each company:

Get Items - Company 1 list
Update Items - Company 1 list, getting some of the dynamic content from the Master List
Email information to compayny 1 contact

Now there will be a lot more you want to add to the above but can you please enter the flow yourself, save, test, and come back to me with any issues. I would suggest tests on combinations of companies 1&2 or 2&3.

Regards,

Andrew

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bm8 31 on at

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Thanks Andrew. Hope your tea was good too.

I shall give this a go in the morning. I have 100 or so to do total which might be laborious to set up.

is there a way to loop through individual column names. I don’t know there to be. I am thinking when an item is created, setting the column name to a variable if selected and then having that form the url of the list.

unsure if that is any faster too

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Andrew_J 1,962 Moderator on at

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@bm8

I know you have knock off for now, but enjoy your break.

If you have 100 or more parralle branches to enter then we will not be able to do this as the maximim is 50.

We will need to have a more complicated structure, but still keep the master list so it keeps it high level. So being in the FM sector myself, window cleaning is a service, so you might have carpet cleaning etc. So the flow might be based on the service first, then look at the company then add the data to company list as advised above. As I assume you do not have say 50 companies all doing window cleaning. Lets look at three services and a number of companies, lets keep it general, like company 1, 2, and 3 etc, so it can be viewed here, you can then change it in the future.

Regards,

Andrew

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bm8 31 on at

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My only other thought is

when an item is created

set the task as a variable

build a table where if checked, get the column header (matches the url of the specific list) otherwise blank

Filter through where not blank, for each create an item based on a dynamic url

thinking this may allow me to do all 100 in the rare cases it’s needed

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Andrew_J

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@bm8

Maybe but lets look at the SP List fields.

Site	Task	Company 1	Company 2	Company 3	Company 100+
Any Site	Clean Windows	Y		Y
Look up from other sp list especially if you need other data for the process but lets keep to site 1, 2 or 3 for now.	lookup from other sp list or multi select that you can keep adding to in the master list. This will be a variable in the flow and could be part of a switch with a case for each service, how many services do you offer	choice but defult = N	choice but defult = N	choice but defult = N	choice but defult = N

See below for some information on the switch case

https://powerautomate.microsoft.com/en-gb/blog/search-by-service/

I am going to have to qualify things now as I think this could get quite complicated very quickly and there will be limitations as you will see from the above in that we can only have 50 parralle branches. So sketch the system out maybe look at service and number of companies. When you have designed something on paper that you think works then draw it out and post it here.

If we are to get this working I do not want us start off on the wrong foot, maybe the master list is not right it was my suggestion for one service with three companies as per the orgianl post.

Regards

Andrew