Update / Append multi-line text SharePoint column based on number of If-Condition results

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Posted on by jaanihsm

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Hi! I have a flow that queries a list on how many users / approvers are away on vacation when an approval is requested.

And if an approver is away, the flow replaces the approver with their designated back-up and writes lines on my 'Approval History' multi-line text column with below text.

It is working well if only one (1) approver is away. If more than one (1), it only captures the last preset text to record the delegation action. How do I retain previous text and append?

Screenshots are much appreciated! Thank you for your time and support!

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SudeepGhatakNZ 14,381 Most Valuable Professional on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Not sure why you are using two loops to achieve this.

Anyway, you can achieve what you are trying in this way.

Print the approval history in a Compose action after the first loop.

Reference the output of the compose instead of referencing the "Approval History" column.

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jaanihsm 300 on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Thanks @SudeepGhatakNZ for the suggestion.

Tried it but it still does not append the text column. I have below. Maybe I misunderstood the instructions?

I forgot to mention, the Approval History is empty until it runs Update Item. Does that mean I need to add the Compose after Update Item to capture the first texts first? But I won't be able to reference it if it's after the Update Item? Sorry newbie here. Thank you for your help!

Thanks again!

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SudeepGhatakNZ 14,381 Most Valuable Professional on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

I can build a sample for you if needed.

Before we proceed, have you considered enabling the Append Changes to Existing Text option in SharePoint?

SharePoint list apps offer an append feature for columns of the type Multiple lines of text. When you enable this feature, changes are shown as a thread in the field. The earlier text remains uneditable, while new text is added above the previous content. This feature is especially useful for discussions and issue tracking, as it provides a clear history of updates.

By enabling this feature, you wouldn't need to worry about implementing the append logic manually.

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jaanihsm 300 on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Thanks @SudeepGhatakNZ, was excited to try this but after looking at my approval history column, I see below instead. Is it because I am using some JSON formatting? Really appreciate your time and expertise! Thank you!

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SudeepGhatakNZ 14,381 Most Valuable Professional on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

It could be due to JSON formatting.

How does it look before you apply the JSON formatting?

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jaanihsm 300 on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Hi @SudeepGhatakNZ! It looks like below without JSON formatting...

And then with...

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SudeepGhatakNZ 14,381 Most Valuable Professional on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Hi @jaanihsm, it looks like it might not be doable with JSON formatting

Adding an Appending Multiline Text Field to a List Board View | Microsoft Community Hub

Could you try Power Apps instead?

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jaanihsm 300 on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Hi @SudeepGhatakNZ. Unfortunately, for this solution, I can only have lists and flows. Any other recommendations you may have? Can Send HTTP request be of use here? Thanks again!

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SudeepGhatakNZ 14,381 Most Valuable Professional on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

SharePoint list

Flow

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jaanihsm 300 on at

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Update / Append multi-line text SharePoint column based on number of If-Condition results

Hi @SudeepGhatakNZ! Thank you for the detailed suggestion, I learned a lot from your example! However, sorry I forgot to mention, so my flow does not include the approval side of things. It is only for checking users who are away. Below is the full flow. I hope you can recommend another way. Thank you so much for your knowledge-sharing!

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