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Update sharepoint list columns when item is selected in the vlookup column of another list

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Posted on by Rosesanderson

Thanks in advance for any help on this topic.

I have a sharepoint site with two lists to create a feedback database for people to search. One list (list A) contains products with all of their details e.g. material reference, name, consumer group, season

The second list (list B) contains the feedback we have received from product testers in the format of a video database, tagged with any issues mentioned with products e.g. button broke

In list A, there is a vlookup column so that any videos which are added to list B relating to the product in list A can be linked to it e.g when a video is added to list B (Video X), in the vlookup column in list A, Video X can be selected so anyone viewing it knows that Video X relates to that specific product.

My issue is that when I use this vlookup to select the video in list A, I would like the columns in list B to automatically update with the same tags which the product has in list A, e.g the video also gets a tag for the material reference and the product code, so people can filter the video database to find all videos which are relevant to one specific product.

I've started an automate flow which detects when an item has been updated and determines whether the vlookup column has changed, but when I try to get the name details of the change in the vlookup column so I can then select this item in the video database, it is not giving me this option. Does anyone know how to workaround this or if there is a much easier way to do it?

I've attached screenshots of the automate flow so far, in the box where it is asking for the ID, I need to be able to enter the vlookup value from list A.

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ShineTan123 213 on at

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Hi @wskinnermctc,
The lookup column in sharepoint list is using formula in sharepoint list which vlookup B in A? This is how it works? I have the same problem that I have two sharepoint lists, and I try to vlookup the data in B and update it in A.

In sharepoint list B I have PMP code and price, and PMP code should be used to match

In sharepoint A, PI material number should be used to matched with PMP code in sharepoint B, when it matches, I want sharepoint B price to be updated in sharepoint A. How this is going to work?

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Rosesanderson 22 on at

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That worked perfectly, thank you so much! This has been causing me a headache for weeks now 😅

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wskinnermctc 6,519 Moderator on at

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So here is a basic example of how it should work. The thing with lookup columns is there will be two options for outputs in Power Automate. It will have to Lookup Id and the Lookup Value. The Lookup Id will be the sharepoint item Id.

Here I made an example SharePoint list called "Submitted Invoices" and added a lookup column titled "ArchiveLookup" which will lookup the title of invoices that are in a separate ArchiveInvoices SP List.

Here is the example flow.

When an item or file is modified - List A

Get changes for an item or file (properties only)

Condition - this will check the lookup column and check Has Changed - if true

Update Item - use the Lookup Id as the item id to update the List B item.

This uses the Lookup Id from the List-A to update the item in List-B

Let me know if this works for you,

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Rosesanderson 22 on at

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The column for the lookup is the 'title' column.

I've just realised that the other column not having the videos stored in it may be my issue. It's a list which Sharepoint has created when I've viewed videos in stream and added them to the playlist, so the video files are all saved in different places, but the list brings them together in one playlist.

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wskinnermctc 6,519 Moderator on at

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Can you tell me what kind of List the Videos Database is? Is it a normal list that you are storing videos as attachments in a column titled Thumbnail?

Can you tell me the column type you are using as the lookup column "Feedback Videos" in List A? Is that the title column or the thumbnail?

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Rosesanderson 22 on at

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Apologies for the lack of information,

This is what a product in list A looks like (above this list is called SS25 Testing Styles), with the VLOOKUP column looking at the titles of the videos saved in list B:

And this is the corresponding video in list B (video feedback database) which has been referenced above:

In this case, when I select this video using the Lookup column in list A, I'd like it to copy the season and country of origin details into the corresponding columns in list B.

So the trigger pattern is:
In the product list: when column - video feedback - is updated, get changes from the updated item (hopefully getting the name of the video), get details of the updated item (getting the season and country of origin details)

In the video database list: look for the video name and update the corresponding season and country of origin columns with the details of the product

In the above example, the lists are named slightly differently as I couldn't share screenshots of the original lists due to sensitive information

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wskinnermctc 6,519 Moderator on at

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Can you show some pictures of the 2 lists and the vlookups?

And help me understand the final issue a little better by explaining more about what is getting changed and what is getting updated?

I don't follow which item needs to be updated.

I don't know which item triggers the flow.

I don't know what item/value in the trigger is supposed to be used as a condition.

If you have Item1 in ListA which has a lookup column to ListB. When you modify the ListA-Item1, why would the lookup column to ListB change?

Are you talking about the additional columns you can add with a lookup column?

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