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Build of flow to create a dynamic prioritization column in SharePoint

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Posted on by LK-18120736-0

Dear community,

I could need some support in creating a way to add a priority to items in a list in SharePoint. I have a list with 10 items, that needs to be prioritized from 1 to 10. That is surely easy enough. My problem is that if I change the priority of one item (let's say I move No. 1 down to No. 10), then I would really like for the full list of items to update automatically accordingly (moving the old prio No. 2-10 one step up).

I am not very trained in Power Automate and if there is a solution through Power Automate, I would highly appreciate screen dumps:-).

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Building flows

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trice602 15,404 Super User 2025 Season 2 on at

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Hi,

I haven't tried this specially for your request, but this looks pretty good. Check this out!

Steps in Power Automate

1. Trigger the Flow

Create a new flow in Power Automate:

Trigger: When an item is created or modified.

Configure it to point to your SharePoint list.

2. Initialize Variables

Add an Initialize Variable action to store the updated item's ID:

Name: UpdatedItemID

Type: Integer

Value: ID (Dynamic content from the trigger).

Add another Initialize Variable action to store the updated item's new priority:

Name: NewPriority

Type: Integer

Value: Priority (Dynamic content from the trigger).

3. Retrieve All Items in the List

Add the Get Items action:

Site Address: Your SharePoint site URL.

List Name: Your list name.

Sort the items by the Priority column to maintain proper order.

4. Loop Through All Items

Add an Apply to each action to loop through all items returned by the Get Items action.

Inside the loop:

Condition to Skip the Updated Item:

Add a Condition:

Expression: items('Apply_to_each')?['ID'] is not equal to variables('UpdatedItemID').

If the condition is True, proceed.

Determine the New Priority:

Add a Condition:

Check if the current item's priority is greater than or equal to the new priority:

Expression: items('Apply_to_each')?['Priority'] >= variables('NewPriority').

If True:

Add an Update Item action to increment the priority of the current item:

Priority: items('Apply_to_each')?['Priority'] + 1.

5. Update the Modified Item's Priority

Add an Update Item action after the loop:

Update the priority of the modified item to its new value (stored in NewPriority).

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Tom

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Chriddle 8,443 Super User 2025 Season 2 on at

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The idea is to set the priority of the element to an intermediate priority value and set the indices of the sorted array as new priority values:

Compose

The array with the initial priorities

Compose-ChangePriority

The item that changes priority with its new priority value

Select-TmpPriority

Set the intermediate priority value. Substract 0.1 if the priority goes up, add 0.1 if the priority goes down.

And convert all priority values to float (needed for the sorting)

From:

outputs('Compose')

Map:

if( equals( outputs('Compose-ChangePriority')['name'], item()['name'] ), setProperty( item(), 'priority', if( less( outputs('Compose-ChangePriority')['priority'], item()['priority'] ), sub( outputs('Compose-ChangePriority')['priority'], 0.1 ), add( outputs('Compose-ChangePriority')['priority'], 0.1 ) ) ), setProperty( item(), 'priority', float( item()['priority'] ) ) )

Select-NewPriority

Set the new priority to array index+1 of the sorted array.

From:

range(0, length(body('Select-TmpPriority')))

Map:

setProperty( sort(body('Select-TmpPriority'), 'priority')[item()], 'priority', add(item(), 1) )

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