Forum Discussion
Updating SharePoint List via List Forms and Power Automate
Hi All,
We use a SharePoint list to track our employee Emergency Contact data. The list was originally populated by having staff fill in a list form. If it's possible, I'd like to set-up an automation to have staff review and update this information annually. I've seen advice on how to update lists by creating new records, but ideally no new records would be created, the existing ones would be updated. I can think of two different ways to approach this, but don't have a strong enough grasp of power automate to execute.
1.Retrieve records from the SharePoint list, send to staff email address in the record, have them review and sign-off on the data via approval. If not approved trigger additional steps to update the data.
2. A flow that:
Reoccurs annually on a set-date
Sends List Form to all staff email list
Upon receiving a form entry updates the record associated with that email address to reflect the new data submitted in the form.
Honestly not sure if this is even possible, but would love suggestions from the community if you have them!
Thanks in advance.
1 Reply
Yes, this is absolutely possible with Power Automate and SharePoint—but there are a few key design considerations to make it work without creating new records.
Annual Update Automation
1. Trigger- Schedule flow to run annually (Recurrence trigger).
2. Get Items
- Use Get items from SharePoint list to retrieve all employees and their current emergency contacts.
3. Apply to each employee
For each employee:4. Send Email with Summary
- Send an email showing their current data.
- Include:
- Approval buttons ("Confirm is still accurate" / "Update Required").
- Link to a custom SharePoint form (or Power Apps form) that lets them edit their info directly.
5. Wait for Approval Response
- Use Start and wait for approval.
6. If Rejected (i.e., update required)
- Track that status in a log, or notify HR/admin.
- Include form link again or prompt directly.
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