Forum Discussion
Populate another's user item list in SharePoint
Hello, I have built a SharePoint List so that someone will be able to submit a form regarding a project they have worked on. Additionally, there is another person or group field in which the pers...
Yes, you can achieve the task of populating collaborators' item lists in SharePoint using Power Automate.
1. Ensure you have a separate SharePoint list to store information about collaborators.
2. Make sure your project form includes a field for the primary person submitting the form and a person or group field for collaborators.
3. Open Power Automate and create a new flow.
4. Set the trigger based on the submission of the form in SharePoint.
5. Use the "Get items" action to retrieve the data submitted through the form.
6. Use the "Apply to each" control to iterate through the list of collaborators.
7. Within the loop, use the "Create item" action to add a record to the collaborators' list for each collaborator. Map the relevant fields from the form data. And complete the flow.
1. Ensure you have a separate SharePoint list to store information about collaborators.
2. Make sure your project form includes a field for the primary person submitting the form and a person or group field for collaborators.
3. Open Power Automate and create a new flow.
4. Set the trigger based on the submission of the form in SharePoint.
5. Use the "Get items" action to retrieve the data submitted through the form.
6. Use the "Apply to each" control to iterate through the list of collaborators.
7. Within the loop, use the "Create item" action to add a record to the collaborators' list for each collaborator. Map the relevant fields from the form data. And complete the flow.
- Asifa_Khan If I create an additional SharePoint list to store information about the collaborators, then each user who is a collaborator and might have participated in another project in the past as a leader will have to check two lists to track their project history. This is something that I want to avoid. Moreover, as far as I understood the collaborators list should be "public" so everybody can see the projects they've worked on and then filter by using their names. Again this is something that I don't want to happen. Please correct me If I misunderstood your solution.
- You're correct in pointing out potential issues with having separate lists for collaborators. If you want to maintain a consolidated project history for each user and ensure privacy, you can have a single SharePoint list for projects, where each item represents a project and includes fields for the project leader and collaborators. The collaborator field can be a multi-person or group field to handle multiple collaborators. By keeping all project information in a single list, you address the concern of users having to check multiple lists for their project history. Additionally, you can control access to the SharePoint list by setting appropriate permissions to maintain privacy.
- Asifa_Khan exactly, this is what I am trying to achieve. Do you know if there is any other way to resolve this issue?
