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AdamAtTheMuseum's avatar
AdamAtTheMuseum
Copper Contributor
Oct 25, 2022

Capture two Forms responses into one item in a SharePoint list

Hello Im trying to turn a paper workflow digital. It is used to setup new suppliers in our finance system. So, imagine we want to buy software from a new supplier, we need to add them to the financ...
  • RobElliott's avatar
    Oct 27, 2022

    AdamAtTheMuseum as you've realised, you will need to use the ID of the item created after Form 1 is submitted. The flow should send that ID to the supplier who will need to manually enter that ID into Form 2. A second flow is then needed to trigger when Form 2 is submitted. Add a variable or a Compose action to get the ID the supplier entered. Then use a Get item action to get the item in the SharePoint list and an update item action to add in all the bank details.

     

    You should have a second "secure" list where the permissions are locked down to just the finance staff. In your second flow add a create item action and select the columns from the update item section in the dynamic content box. Finally delete the item from the "open" list so that unauthorised staff won't see bank details. We use this concept of an open and a secure list quite a lot and it works well and very quickly. An advantage is also that you will have list of those supplpiers who haven#'t provided their bank details so you could have a third flow that periodically checks the open list and send the supplier a reminder. But of course, as soon as they submit the details it will appear in the secure list and drop off the open list.

     

    Although it's not quite what your flow does, an example showing the sequence of actions is shown below.

     

     

    Rob
    Los Gallardos
    Microsoft Power Automate Community Super User

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