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 person who submits the form will be able to include other people's names in case the project was a collaborative work.
Does anybody know how I could populate collaborators' item lists with the form submitted on behalf of them? Is this something that could be achieved through a Power Automate flow?
Thank you!
- To streamline submissions in a SharePoint List for collaborative projects and reflect entries in collaborators' lists, employing Power Automate is effective. Initiate by creating a flow in Power Automate, activated when a new item is added to your SharePoint List. This flow reads the 'Person or Group' field to identify collaborators.
For every collaborator named, the flow either adds a new item or updates an existing one in their list, mirroring the project details. Incorporate a condition to check if a project entry already exists for a collaborator. Based on this, the flow decides whether to update or create a new item. Ensure to set up notifications within the flow to alert collaborators about updates or new additions to their list, keeping everyone informed. Power Automate simplifies these steps with its user-friendly setup and community resources for additional guidance. - 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.- 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.
geoT3211 Are you trying to filter list view to show only collaborator user's list items?
If your collaborator column is single selection person or group column, you can filter the list view based on [Me].
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ganeshsanap no, I am not trying to do this. I just want whenever I create a new item in this SharePoint list and include the names of the people I work with, the same item to appear on their item list. Since, it's a collaborative work, I would like them to see what projects they have participated in.
geoT3211 Can you please explain what do you mean by the same item to appear on their item list?
Are you using different SharePoint lists / sites for storing the list items for each users?
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