Automatically add rows based on conditions. (Sharepoint list/Excel)

Question

Hi all,

I'm looking for a solution to have an overview of instructions of all our employees.

When adding a row in a Sharepointlist, I want to generate a database (List 3) based on List 2, so we got an overview of signed instructions.

List 3 will have data from all added names with the relevant instructions.

Any suggestions? :)

Answer 1

Hi @Dries H ,

Thank you for providing the details, I understand your needs. The functionality you need is slightly more complex in my experience.

Per my knowledge, you may can achieve this function through Power Automate.

In fact we are currently providing help on SharePoint in the Q&A forum, and Power Automate is a product independent of SharePoint which we are not so familiar with. Regarding the difference between these two methods which is more related to Flow, we would recommend that you go to the forum dedicated to flow for more professional help, there will be very professional people to solve the problem for you quickly.

Microsoft Power Automate Community - Power Platform Community

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Answer 2

Hi @Dries H ,

In order to better help you solve the problem, I need to confirm with you the following requirements.

1. What version of Sharepoint (on premise or Online) do you have?
2. You have two columns of name and function in list1, and two columns of function and instruction in list2. Which list does "When adding a row in a Sharepointlist" refer to?
3. When the "add a row" condition is triggered, according to the function in list2 as the condition, the three columns of name, function and instruction in list1 and list2 are integrated and displayed in list3, right?

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Answer 3

Hi,

Here are the steps you can follow to do this:

1. Set up List 3: Create the target list (List 3) in SharePoint with the necessary columns to store the relevant instructions.
2. Create a Workflow or Power Automate Flow: Depending on your SharePoint version and configuration, you can use either SharePoint Designer (for SharePoint on-premises) or Power Automate (for SharePoint Online). Here, I'll focus on Power Automate as it provides broader compatibility.
   1. Create a new flow: In Power Automate, create a new flow and set the trigger to be "When an item is created or modified" in List 2.
   2. Get the item details: Use the "Get item" action to retrieve the details of the added row in List 2.
   3. Create a new item in List 3: Use the "Create item" action to add a new item in List 3. Map the relevant fields from List 2 to List 3 to ensure the instructions are captured correctly.
   4. Save and test the flow: Save the flow and test it by adding a new row in List 2. Verify if the corresponding item is created in List 3 with the correct instructions. By utilizing SharePoint workflows or Power Automate flows, you can automate the process of generating a database in List 3 whenever a new row is added to List 2.
   Best Regards.