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How to update 2 SharePoint lists at once

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Posted on by Aurora

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I have a flow that runs when employees request time off. All the requests are added to a SharePoint list which is then connected to Power BI to provide a live calendar view of who is currently off. I am wondering what the easiest way is to update a different list with the total amount of available time off each employee has. The "Time Off" list has one row for each employee, and the "Vacation Request" list has over a thousand. I have seen people suggest using a variable in a Power Automate flow to update the proper row when an item is created, but I'm struggling a little bit figure out where to start.

My flow works fine for getting your time off approved or rejected, so I just need to update a Column in the "TIme Off" sharepoint list. Would it make sense to add a column to both lists that collect the users IDs every time they submit a request? My thought being the number of requested hours off would be copied to the other list based on the ID, I'm not sure if there is a better solution or if that will work how I am imagining.

I appreciate any feedback!

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Building flows

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v-jefferni Microsoft Employee on at

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Hi @Aurora ,

Could you please share more details about your scenario? What related columns are there for the two lists you mentioned in your post?

I assume that you will have a text column in the Time Off list to hold all employees, then you will be able to get the specific row by using Get items action as well as Filter query by employee name/email address compared with the requestor name/email address. So the approach could be:

1. Get items of the Time Off list, filter query set to

Name/Email column eq requestor Name/Email //requestor Name/Email from the trigger requestor

2. Update item of the Time Off list, get item ID form the Get items action. Current available time off is Get items available off time minus requested off time.

Hope this helps.

Best regards,

Community Support Team _ Jeffer Ni
If this post helps, then please consider Accept it as the solution to help the other members find it.
Aurora 364 on at

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Hi @v-jefferni,

In both lists, users have "User ID" and IDs are the same for each person in both lists. Basically, It would be something to the effect of:

User 1 has 120 hours available and requests 10 hours off -> time is approved -> list of days people are off gets updated with their request -> the 10 hours are then subtracted from the other list -> User 1 now has 110 hours left.

The app displays the number of hours a user has left. I need this for both Sick and Vacation time.

Is that more helpful?