Create a row in Sharepoint list, based on 2 other lists

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Posted on by Dries2

Hi all,

I'm looking for a automated flow to have an overview of instructions of all our employees.

When adding a new employ in a Sharepointlist & function (list 1), I want to add info to a list(List 3) based on List 2, so we got an overview of necessary signed instructions. Its a combination of List 1+2.

List 3 will have data from all added names with the relevant instructions.

Any suggestions? 🙂

Schermafbeelding ...

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rzaneti 3,787 Super User 2025 Season 1 on at

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Re: Create a row in Sharepoint list, based on 2 other lists

Hi @Dries2 ,

I'm not sure if you can create a Form with dynamic content in Microsoft Forms. It is easy to create a form with a "fixed" content that just collect data, but it is not possible (as far as I know) create a Form that contains, for example, an employee name field where you can select all of the available users.

However, you definitively can create a Power App for that, which will not be difficult and may allow you to perform a lot of other customizations.

The only problem is that you may find some barriers with the Power Apps licensing: you may need to pay an specific subscription by each App or by each user that uses it.

We can also brainstorm other not so 'user friendly' options if you prefer!
Dries2 2 on at

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Re: Create a row in Sharepoint list, based on 2 other lists

Hey
Very helpful! Thanks a lot!

Would there be a way to use this new list for adding the data 'signed' and 'data' with a simple view?

It would be nice if I would be able to create a form so i can select 'George'. and i can add the missing info 'date' and 'signed'. What do you think? 🙂
rzaneti 3,787 Super User 2025 Season 1 on at

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Re: Create a row in Sharepoint list, based on 2 other lists

Hi @Dries2 ,

Here is an idea for you. First, your 3 lists:

Employees

Instructions

Employees_instructions
For this last one, I added a 'Signed' column to control the instructions that were already received by the employee (it a 'Yes/No' data type).

Step 1 - Flow trigger
Your flow will start with a trigger 'When an item is created', from SharePoint connector. You will populate the trigger with the 'employee' SharePoint List and it will run automatically for any new item that you insert in the employee List:

Step 2 - Check the job title instructions
For each new employee added to your SharePoint List, you will inform the 'job title'. So you will add a 'Get items' action in your flow (be careful, because there is also an action called 'Get Item', without 's'), to filter all instructions related to the job title of the new employee.

For doing this, you will select the 'instructions' list, and pass the following expression in the Filter Query: ColumnName eq 'Job title'. Make sure to pass the 'Job title' as dynamic value and to let it inside simple quotes. Also, make sure to edit the column name according to your specific case (in my List, the column is named as 'Title', as you will see below). the 'eq' operator means 'equal', so you will be basically filtering the 'instructions' List for all records where 'job title' equals to the position of the new employee.

Also, if you do not see the filter query, click in 'Show advanced options'.

Step 3 - Loop the instructions output and populate employee_instructions List:
Finally, you will run all records found in your 'Get items' action and apply a new row into employee_instructions List for each one of them, combining data from both lists. For doing this, you will add a loop ('Apply to each' action) and pass the 'value' property from 'Get Items' as source.

Inside the loop, you will add the action 'Create item', select your employee_instructions List and populate each field with the dynamic properties from the previous actions: the employee name (in my case, named 'Title') and job title from the trigger (employee List), and the Instruction from the instructions List.

Final result
After adding 'George' as 'Operator' in your employee List, the employee_instructions list may look like this:

Let me know if it works for you or if you need any additional help!

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