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 automat...
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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