Sharepoint List formatting/permissions based on Sum of a columns values in a grouping

Question

Hi,

I have Sharepoint list where people can submit their intent to present on a meeting.

In this list I'm grouping by the column 'Presentation date'

I have also a column called 'Time needed' with values: '10 Min', '15 Min', '30 Min'

My goal: indicate in some form to the potential presenter if on a given date there is still room for his presentation. The length of the meeting is 60 mins.

I dont know what are the possibilities within Sharepoint. I'm open to alternative suggestions in doing this.

I was thinking to either indicate via making the rows red if a day is full or not allowing new item creation for a specific date.

Thanks for all the help!

Answer 1

Hi, @Dávid Szilvási ,

According to your description, we need to make SharePoint calculate all the events on the same day. If the overall time needed exceeds 60 mins, we shall provide some kind of indications about it. Please correct me if I get anything wrong.

Per my knowledge, we need to use Power Automate to help us on this. It seems the time needed column is a choice column, so we cannot provide a Total on the view as a more easier way. If it is doable to set the time needed to be a number column, you can check about the settings on the view. Far from a perfect solution, but easy enough.

If you have access to Power Automate, I can share my demo which works in my end. It is triggered when end user create/modify items. To avoid infinite loop, I add trigger conditions. When the creator of the flow edit the list , the flow will not get triggered. As the flow runs under the permission of the creator.

Then I used a switch control to parse the choice value to actual number and get the sum.

Finally I will update a Flag column(Yes/No Column) in the list item with the final comparison of the whole time and 60 mins

In the list, we can add some conditional formatting based on the Flag Column. You can do it via column setting>Format this column>Conditional Formatting


As you can see, it is a bit complex and may take some time to deploy it if you are not familiar with Power Automate. So the easy way editing view is also an option.

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