How to Update SharePoint List Items Automatically Without Creating Infinite Loops

Описание: Discover an effective method to update items in a SharePoint List based on changes in another list, ensuring seamless automation without infinite loops.
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This video is based on the question https://stackoverflow.com/q/63049953/ asked by the user 'Amr Al-Omari' ( https://stackoverflow.com/u/9469559/ ) and on the answer https://stackoverflow.com/a/63052581/ provided by the user 'Ansar' ( https://stackoverflow.com/u/5944074/ ) at 'Stack Overflow' website. Thanks to these great users and Stackexchange community for their contributions.

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Updating SharePoint List Items Automatically

In the realm of SharePoint, managing multiple lists efficiently is crucial, especially when it comes to keeping data consistent across different sources. One common challenge arises when you need to update an item in one SharePoint list based on a result derived from another list. In this guide, we will delve into how you can achieve this while preventing unwanted infinite loops in your automation process.

The Problem at Hand: Two Lists with a Unique Challenge

Imagine you have two lists in SharePoint:

List A: This list contains materials, each assigned a unique number and the quantity available on hand.

List B: This list allows users to log materials they withdraw, using a lookup column for the unique material number.

Your goal is to update the quantity of materials in List A whenever a withdrawal is logged in List B, based on the unique material number. However, a significant concern arises: if your flow updates List A automatically, it might trigger an update in List B, leading to an infinite loop of updates.

A Step-by-Step Solution

To tackle this issue efficiently, here’s a structured approach to achieve your automation goals without running into infinite loops.

1. Introduce a Flagging Mechanism

You need to establish a way to differentiate between updates triggered by your flow and manual updates. This can be done by introducing a new field or flag in your lists.

Implementing the Flag

Create a New Field: Name it FlowUpdateTime. This will be used to timestamp whenever an update is made through the flow.

Track Last Modified Date: Use the existing Last Modified Date field to track manual updates.

2. Set Up Your Flow

Now that you have the flag in place, you can set up your flow to handle the updates safely.

Steps to Create the Flow

Step 1: When a new item is logged in List B, start your flow with a trigger that detects changes in this list.

Step 2: Fetch the unique material number from the logged item.

Step 3: Before updating List A, compare the FlowUpdateTime and Last Modified Date.

Condition: If the FlowUpdateTime is not equal to the Last Modified Date, proceed with the update.

3. Update the Quantity in List A

Once the condition is satisfied, you can safely proceed to update the quantity of materials in List A based on the withdrawal recorded in List B.

Updating Process

Subtract the logged quantity from the current quantity in List A.

Update the FlowUpdateTime so that future updates know the last flow-triggered update.

4. Avoiding Infinite Loops

By employing this tactic, you create a clear boundary that protects your flow from inadvertently triggering additional updates in List B, thus eliminating the risk of infinite loops.

Conclusion

With this approach, you can effectively update SharePoint List A based on entries in List B while safeguarding against unwanted continuous updates. By understanding and managing flow triggers through flags and date comparisons, you can streamline your document management processes significantly.

Incorporate these solutions into your workflow, and watch how your automation becomes more reliable and efficient. Your SharePoint management will no longer be shackled by manual updates or looping issues!

If you have any more questions or need further guidance, feel free to reach out or leave a comment below!