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SharePoint List - track changes with MS Flow

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Posted on by zwornik80

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I have SharePoint List with several columns, which I want to track for changes, and log those changes into another List. Below is example (in Excel, for simplicity) for subset of 2 columns ("->" deontes changing from X to Y; it should appear in MyChangelogList )

I have just started to learn SharePoint Flows, and I am a bit stacked here. What I have learned so far is this:

I should start with SharePoint Trigger "When item is created or modified" modified"
Use Action "Get Items" to pull data from MyChangelogList
Compare values from MyList vs MyChangelogList

Should I first create and populate MyChangelogList (as first/initial copy of MyList), and then compare it (what Flow Action to use?) with MyList? What Flow Actions to use to update values in MyChangelogList in format as above?

Important Remark: I have requirement not to modify MyList. All changes must be logged into separate list i.e. MyChangelogList. MyList will show only most recent values, while MyChangelogList will keep history of changes in format like above i.e. each new value will be appended after "->" character.

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Building flows

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efialttes 14,756 on at

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Hi!

I have just started to learn SharePoint Flows, and I am a bit stacked here. What I have learned so far is this:

I should start with SharePoint Trigger "When item is created or modified" modified"

Use Action "Get Items" to pull data from MyChangelogList

Compare values from MyList vs MyChangelogList

Should I first create and populate MyChangelogList (as first/initial copy of MyList), and then compare it (what Flow Action to use?) with MyList? What Flow Actions to use to update values in MyChangelogList in format as above?

Important Remark: I have requirement not to modify MyList. All changes must be logged into separate list i.e. MyChangelogList.

So if you use 'Get items' to read all MyChangeLogList, I would suggest to store in this second List as a 'single text column' the ID of each mirror item in 'MyList' (let's call this column mirrorID), so you just need to use 'Filter query' with the following ODATA expression

mirrorID eq '@{triggerBody()?['ID']}'

Wait wait wat.... you just need to store the new version in your ChangeLogList, right?

So if an item is updated twice, you store 3 versions of this same item (the one when the items was created, also the two updates), meaning you do not need Get items anymore... you just need a 'Create item'

Hope this helps

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efialttes 14,756 on at

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Hi!

Please also note you can also activate Version History in your main SP list as an alternate approach

https://support.office.com/en-us/article/enable-and-configure-versioning-for-a-list-or-library-1555d642-23ee-446a-990a-bcab618c7a37?ui=en-US&rs=en-US&ad=US

Power Automate also allows you to access previous versions of your items once Version History is activated. In this screenshot I am getting current item version and also last one ($top=2)

...but I think your approach is probably simpler if you don't care mantaining two lists.

Hope this helps

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