Build a workflow that auto assigns the next number in a predefined list

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Posted on by CU03101928-1

In a SharePoint list or excel file a range of specific numbers is listed ( see example below).
1) assign each number once in another sharepoint list with metadata
2) identify that number now as been used.
3) the next request use the next unassigned number and so on.

998463100
998463101
998463102
998463103

Would i start with a take?

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Kalathiya 1,862 Super User 2026 Season 1 on at

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Hello @CU03101928-1,

You can achieve this using a SharePoint list and a flow:

#1. Create one more column in that number list to indetify that number is used or not.
#2. Keep all numbers in a list with a Status column (Available/Used)
#3. Get items where Status = Available and Sort by number
#4. Pick the first item (next available number)
#5. After assigning, update that item to mark it as Used.

If this response resolves your issue, please mark it as the Verified Answer so it can help other community members as well.

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Vish WR 1,212 on at

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@CU03101928-1

Store all numbers in a SharePoint list with a Status (Available/Used). When a request comes in, the flow picks the first available number, assigns it, and marks it as Used so the next one is picked next time.

High-level flow:

Trigger (new request)

Get items → filter Available, sort ascending

Pick the first item

Update it → mark as Used + add metadata

Enable concurrency control (1) to avoid duplicates.

Vishnu WR

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Haque 2,008 on at

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Hi @CU03101928-1,

You can follow these steps:

1. Store numbers in a sharpoint list. Possible columns ( Number, Assigned(yes/no), AssignedTo (Person/Text) and Metadata fields as needed.

2. Set the trigger - when a new request comes in - Get Items (retrieve first unassined nimber (filter where Assigned = NO), also use Top Count =1 to get only one item.

3. Assign the number - update that item in the list (created earlier) and mark it Assigned = Yes. Also add metadata or assign to the requester.

4. We can record the assignment in another SP list (e.g Assignments) with assigned number and metadata.

5. Next request repeats the process.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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CU03101928-1 28 on at

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@Kalathiya

Pick the first item (next available number)???

1) I have the two items

2) i have items pulled from the list

},
"body": {
"value": [
{
"@odata.etag": "\"2\"",
"ItemInternalId": "1",
"ID": 1,
"Title": "998463100",
"status": "available",
"Modified": "2026-04-22T15:12:38Z",
"Created": "2026-04-22T15:11:46Z",
"Author": {
"@odata.type": "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",

{
"@odata.etag": "\"2\"",
"ItemInternalId": "2",
"ID": 2,
"Title": "998463101",
"status": "available",
"Modified": "2026-04-22T15:12:42Z",
"Created": "2026-04-22T15:11:54Z",
"Author": {
"@odata.type": "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",

{
"@odata.etag": "\"2\"",
"ItemInternalId": "3",
"ID": 3,
"Title": "998463102",
"status": "available",
"Modified": "2026-04-22T15:12:42Z",
"Created": "2026-04-22T15:11:59Z",
"Author": {
"@odata.type": "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser",

How do i pick the first one?

thank you

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CU03101928-1 28 on at

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@CU03101928-1

also use Top Count =1 to get only one item

AAAAAAAAAAAAHHHHHH that works

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Kalathiya 1,862 Super User 2026 Season 1 on at

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Hello @CU03101928-1,

You can use index to get the record.

Request Number - Title

- Add compose action and write below expression - It will store the request number.

outputs('Get_items')?['body/value']?[0]?['Title']

We will use ID for update item after number is assigned so add one more compose to store the ID:

outputs('Get_items')?['body/value']?[0]?['ID']

If this response resolves your issue, please mark it as the Verified Answer so it can help other community members as well.

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CU03101928-1 28 on at

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@CU03101928-1

Thank you , you have hit on a topic that i struggle with.

why wont the following work?

outputs('Get_items')?['body/value/Title'] or outputs('Get_items')?['body/Title']

i struggle with syntax....

thank you.

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CU03101928-1 28 on at

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you have been so helpful.....

1) at each fill of numbers there will be between 1000 to 1200 numbers added.

2) is there a way when the number if available numbers reach x amount or less

( say 500) i can send a reminder to an administrator that we need more numbers from the state?

thank you.

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Vish WR 1,212 on at

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@CU03101928-1

Thanks for the update. If you have the issues, update the response a verified

Thanks

Vishnu

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