Populate another's user item list in SharePoint

[geoT3211]

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!

[#2]

@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]. 

Check:

1. Use filtering to modify a SharePoint view 
2. Create, change, or delete a view of a list or library 

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[#3]

@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. 

[#4]

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.

[#5]

@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.

[#6]

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.

[#7]

@Asifa_Khan exactly, this is what I am trying to achieve. Do you know if there is any other way to resolve this issue?

[#8]

@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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[#9]

@ganeshsanap  with the term item I mean the submitted form through the SharePoint list. 

The above is an example of an item, which has been submitted by me. The person I included in the Collaborators column, although she worked on that project, can't see this item in her item list. How could I populate her item list as well?

[#10]

@geoT3211 you need to ensure that each item in your SharePoint list has unique permissions. By default, SharePoint items inherit permissions from the list, but you can break inheritance and assign unique permissions to each item. Use a multi-person or group field for collaborators in your SharePoint list. Then, create a Power Automate flow triggered by the form submission. Then, Retrieve the list of collaborators from the form data in your Power Automate flow. For each collaborator, use the "Grant access to an item or a folder" action in Power Automate to provide them with read access to the item.

Let me know if you need further assistance!

[#11]

@geoT3211 Are you using SharePoint out of the box "Advanced settings > Item level permissions"? 

IF YES, you cannot show the list items created by to another users while using above type of permissions.

IF NO, you have to grant at least Read permissions to collaborator users on your SharePoint list. Users should have at least read permissions on the particular "list item" to see the list item.

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[#12]

@Asifa_Khan although I incorporated the "Grant access to an item or a folder" action into my flow, the contributors still can't see the item I created. By the way, my flow runs smoothly, so I suppose this problem is not related to my flow or the way I use the "Grant access to an item or a folder" command.

[#13]

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.