Automatically Update changes between two SharePoint List

[mihiranP]

I have two Microsoft lists - one for all customer tickets and another for customer information. I need to ensure that if I update a specific customer's information in the all-customer tickets list, the same changes are reflected in the customer information list. If the record does not exist in the customer information list, it should be created as a new entry.

So I have created as below flow

Flow ran successfully but the item was not created below is the test result, It will stop on the Final stage, Is there any other better solution for my requirement?

[creativeopinion]

@mihiranP The logic in you flow needs to be adjusted. Because your flow is triggered with the When an Item or file is modified trigger, you should be able to use the results from the trigger to filter out the items from the Get Items action. It's inefficient to loop through every single item in your SP List returned from the Get Items action in your flow and run a check to see if the Ticket No. from your flow trigger matches the a Ticket No. in your SP List. 

Instead, you need to use the Filter Query field in the Get Items action to filter any items from the SP list. If there are no items in the list—create a new item. If there are, update the existing item. 

Whenever I use a Filter Query in a Get Items action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.

Run a test.

Add a Condition action to your flow. If items have returned (aka there is number stored in the Compose action—that is not equal to 0), add the Update Item action into the Yes branch. If there are no items returned—add the Create Item action into the No branch.

You don't need an Apply to Each action in your flow. Refer to this YT Tutorial: 3 Mistakes YOU 🫵 are Making with the Apply to Each Action in your Microsoft Power Automate Flow

In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:

1️⃣ Looping through a Single Item

2️⃣ Creating Unnecessary Nested Loops

3️⃣ Looping through an Unfiltered Array

At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.

IN THIS VIDEO:

✅ How to avoid the Apply to Each action with a single item array

✅ How to use the item() function to access dynamic content in an array

✅ How to prevent unnecessary nested Apply to Each action loops

✅ How to use the Select action

✅ How to convert an array to a string with the Select action

✅How to use the Filter Query field

✅ How to count the number of items in an array

✅ How to use a condition control

✅ How to use the concurrency control

✅ How to set a top count

✅ How to use Compose actions for troubleshooting

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[mihiranP]

@creativeopinion 

Hi,

When updating the main list, a new item is created in the second list if it does not exist the item. If it exists, the second list item is updated with the duplicate new record(Creating New record). Do you have any idea why the item duplicating?

[creativeopinion · Accepted solution]

@mihiranP Can you check your flow run where you were expecting your flow to update an item instead of create one? I'm going to assume that your Condition action returned false which is why the Create Item action ran (instead of the Update Item action).

This means that your Get Items filter query didn't return any results. You'll need to troubleshoot why that is. What type of column is your Ticket Number column? Is it a number column or a text column? If it's a number column, you will need to remove the single quotes from your filter query—this is because the single quotes indicates the ticket number is a string of text. When you try to compare a number to a string of text—they don't match which is why your Get Items action isn't returning any items.

For more flow troubleshooting tips—check out this YT Tutorial: 5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows

IN THIS VIDEO:

✅ How to troubleshoot a false Condition action result

✅ How to get dynamic content when it isn’t selectable from the list of dynamic content

✅ How to troubleshoot an Apply to Each action that isn’t looping through

✅ How to troubleshoot a skipped Apply to Each action

✅ How to troubleshoot a Filter Query

✅ How to use a SharePoint yes/no column in a Filter Query

✅ How to use Compose actions to troubleshoot a Power Automate flow

✅ How to troubleshoot multiple emails being sent

✅ How to troubleshoot multiple Teams messages being sent

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

[mihiranP]

Hi @creativeopinion 

After removing the single quotes and changing the Get Items filter query to id, it worked perfectly
Can you guide me on how to add a filter to this flow? My main list has all customers, but I need to get only one customer for the second list.