Updating column in SharePoint List row using forms submitted by different users

MikeAltomari you don't need 2 forms and 3 flows to do this, it can all be done with 1 form and 1 flow as shown below and there is nothing complicated to do to tie up the item created after the student submits the form and the recommendation from the school official.

In my example this is the form that the student completes:

Next create your list. I normally reserve the Title column for the responder's email address, but then add the other columns for the school email and country, and include columns for the Recommendation (single line of text), Recommendation Date (date & time but without the time) and Comments (multiple lines of text.

Next build your flow. Don't use the Forms template for this as it has an error that Microsoft have never corrected. I've used the classic designer because I still prefer it!

1. Add the when a new response is submitted trigger followed immediately by the get response details action.

2. Next, add a SharePoint create item action, select your site and list and when the columns are displayed click in each field and select the appropriate dynamic content from the dynamic content box. Leave the Recommendation, Recommendation Date and Comments fields empty.

3. Next, add a start and wait for an approval action. For the approval type field select Custom Responses - Wait for one response which will give you option items and you type in Yes and No.

Type in the title that will go into the email. Select the school email address for the assigned to field. Then type in the other information selecting the appropriate content from the dynamic content box. As this field is in markdown language you need to add 2 spaces at the end of each line to get a line break in the approval email.

4. Finally, add an update item action. Select your site and list and in the ID field select ID from the create item section of the dynamic content box. Then for the Recommendation field select Outcome from the start and and wait for an approval section of the dynamic content box. For the Recommendation Date select Completion Date and for the Comments select Responses Comments. At this point the action will wrap itself in an apply to each action. This is expected and you need to keep it.

When the student completes the form the flow will run and will create the item in the SharePoint list. At this stage there is nothing in the Recommendation columns:

The flow will also send the approval email to the school official. This is in the form of an adaptive card and the official only needs to select Yes or No which opens a comments box for any comments. Then the official selects Submit. This is all done in the email and there is no need to go anywhere else (although the official can also say yes or no in the activity tab in Teams if they prefer, and doing that will also close the adaptive card in the email, it's clever).)

When the official clicks Submit the adaptive card will close as shown below. (So the official can only give their recommendation once).

The recommendation, recommendation date and comments are then added to the item in the SharePoint list.

Hope that helps.

Rob
Los Gallardos
Microsoft Power Automate Community Super User.
Principal Consultant, SharePoint and Power Platform WSP Global (and classic 1967 Morris Traveller driver)