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Power Automate flow to update a SharePoint Choice column based on MS form selection

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Posted on 27 May 2024 04:48:55 by SayandSajith1

Hi Everyone, I need some assistance in creating a Power Automate flow to create an Item in a SharePoint List when a MS form is submitted. A staff will mark certain tasks as complete using a MS form. This tasks in created as a choice column in SharePoint and need to be updated as [Selection 1]; [Selection 2]; [Selection 3] etc.
I also want to make sure every time the form is submitted the PA flow should update the specific item that is completed by a unique staff only so it does not create multiple rows of the same individual. I am unable to find a solution so the PA flow creates/updates Item and only adds the choice selected in the particular column.

1. The below form get submitted at different time time intervals when the task has been completed.

2. The PA condition is to check if the Last Name of the Staff exists in the register, If Yes, the flow will update the Item instead of creating a new Item.

3. The flow should create an item or update the item in the below list with out multiple entries of the same staff.

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v-yetonggu-msft on 30 May 2024 at 07:49:29

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Re: Power Automate flow to update a SharePoint Choice column based on MS form selection

Hi @SayandSajith1 ,

If it's a radio column, take a look at the following test:

My Flow Overall Preview:

My Flow Configuration Parameters:

length(outputs('Get_items')?['body/value'])

The Result:

Best Regards,

Sunshine Gu
SayandSajith1 26 on 30 May 2024 at 06:50:01

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Re: Power Automate flow to update a SharePoint Choice column based on MS form selection

Hi @v-yetonggu-msft, thanks for the detailed flow! You have got the requirements right. The output is exactly what I wanted with my flow.
Just a small difference is that there is no multiple selection in the MS form. The MS form will be submitted multiple times to capture completion of a task by a staff. Q5 has 4 branching questions with choice drop downs. Only one item will need to be passed into SharePoint at a time.

I followed the same steps you have done anyway to see if it would work. Error -

Unable to process template language expressions for action 'Apply_to_each' at line '0' and column '0': 'The template language function 'json' parameter is not valid. The provided value 'PPE Policy' cannot be parsed: 'Unexpected character encountered while parsing value: P. Path '', line 0, position 0.'. Please see https://aka.ms/logicexpressions#json for usage details.'.
v-yetonggu-msft on 27 May 2024 at 06:03:24

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Re: Power Automate flow to update a SharePoint Choice column based on MS form selection

Hi @SayandSajith1 ,

If I understand correctly,your requirement is to search in the list based on the Last Name submitted by MS Form.

If the Last Name does not exist in the list, create a new item.

If the Last Name already exists in the list, update the item.

The multiple choice in MS Form should also be updated simultaneously to the item.

If so,I did a test for your reference.

MS Form:

My Flow Overall Preview:

My Flow Configuration Parameters:

The internal name of 'Last Name' is 'LastName'. We need to use the internal name of the column in Filter Query.

json() { "Value": }

length(outputs('Get_items')?['body/value'])

My SharePoint List:

Best Regards,

Sunshine Gu