You can update the guide because Microsoft has changed so much that I am currently unable to go through this process. e.g. length (Outputs('Get_items')?['body/value']) - is not a valid command and cannot be validated
Just wanted to say thanks for making this tutorial. Steps were explained in a simple and clear manner, with a good pace. Hope you continue making more practical and useful automation workflows.
I've had problems with syncing two lists in sharepoint for about 2 months now and not a single video or written explanation have helped me. YOUR VIDEO solved all my problems and I have now synced my 10 lists to a main databaselist! :D :D So thank you so so much for this logical explanation och great video!!
Wow Great!. I wonder if you have a tutorial that for deletion on an item from the Master List and also will sync to the Second List if there's any deleted item from Master List.
@@eduardocapaneli1141 Create a second automation, and run the same items, but with the condition, if id Deleted from master list, you delete it from second list
Very well explained, and exactly what I'd already worked out from first principles - also using a second flow to sync deletions. I came here hoping to find there was a better way to do it... and sadly it appears not. 😞 My issue is that I want the same list to be available (for Document Management property lookup purposes) in more than one SharePoint site (i.e. Team in MS365 Teams). I commend your solution to this, but (hello MS!) it really should be a feature "out of the box" to have the same list appear in multiple sites (shared from a hub site?), without having to faff around with flows duplicating the data and reimplementing synchronisation logic from scratch. And to be able to have a lookup field as a document property which refers to a list shared from another site. And then... another thought... surely some pre-programmed utility already exists for this purpose? (e.g. There is a useful tool called SyncBack which is capable of addressing SharePoint document libraries. I'll see if it knows about lists ...)
Perfect! Thank you! Is it possible just add and update item (sync) list 1 and list 2 (as your video) without delete the item in the list 2 when I delete item in the list 2, but has one specific color or another information in the list informing that the specific item in this list was deleted? My question is that I need to mantain the database (list 1) cleared and the second list (database) full to use in complete KPI.
Why can't I get this to work - I've followed it to the letter. I am getting "apply to each" for yes and no - which I notice didn't happen with your demo.
Make sure you use the dynamic values from the right outputs. Sometimes when they are named the same, but come from different outputs in your flow. This might be causing the unwanted apply to each…
What it is want to change something in secondary list and sync changes in master list and lets say i have multiple secondary list and one master list and which has all the data of all the other list and which ever secondary list i modify will synch changes in master list or the other way around?
Thank you for the amazing video. I have a Lookup column in my master list that allows multiple selections. However, when I use your flow, I notice that duplicate items are created in my second list when two or more selections have been made on the lookup column. For instance, if I make two selections in the lookup column, I get two list items in my second list. Similarly, making three selections results in three items in the second list. Do you have a work around for this?
Hi, great video. But i am having issues on video section 11:55 When I put in ID eq SyncedID in the get items section it comes back as 'colour 'SyncedID' does not exist. It does as I have setup as per video tutorial and I am sure the name is correct. ID is shown on master aswell.?? Can you help please??
Hi Mark, ID is in both lists since it is an internal column. If it says your SyncedID does not exist than you might have selected the wrong list? Go through the steps again and if you still need help, reach out to me on LinkedIn and we can take a look together
@@Enea I have the same problem. I do have the SyncedID column in my second list and the flow fails saying that "Column 'SyncedID' does not exist. It may have been deleted
@@madalinaszigeti7035 unfortunatelly from here there is not much I can do. I will have to see what is happening. Feel free to reach out to me on LinkedIn and send me a screenshot. Happy to help there :)
I have a specific problem. I have on one Sharepoint site, a list of employees that received warnings, a list of employees that are on performance improvement plans and a list of employees that do not meet productivity metrics. I want to create a master list of all employees on the same site where I populate all the employee names, and then a flow will look through the other 3 lists and populate whether the employee has either received a warning yes/no, is on a improvement plan yes/no and has met productivity yes/no. Is there a way to do this? We would usually do INDEXMATCH and VLOOKUP on Excel but now everything is on Sharepoint lists
@@Enea i tried using the "created and modified", it adds an item in second list when an item was created in masterlist, but it also adds another item in second list when an item in modified in masterlist.
@@cocaboy78 then you must be doing something wrong. If the item exists in the second list, its should update it, just like in the video. Check the query filter in the get items and the length of the response body in your condition. If the item exists it should not be 0 and therefore it should update the existing item. Also check what ID you are using to search for the existing item in the second list. It should be the same ID like in the master list, thats why you create a new ID column. The standard ID columns cannot match.
Then you don’t search after the ID since that us unique. You need to find which column contains the right identification for the workflow to find all the values and use that as a filter for the get items step
Hi the video was super useful but i have a doubt how to handle the scenerios where we delete the items from master list and we want to delete those items in copy list as well
It is possible to have one master list and second list which have just some items/lines from master list ? I want to have master list with issues which come from inside and outside company and second list for example with only items from outside (would have column in Master list which say for example External or Internal and all what is External should go to second list)
Fantastic video, so helpful! Thank you for sharing it. I'm getting an error while trying to copy what you've built here, under Update item when I try to use your outputs expression for the ID I get an error stating "Correct to include a valid reference to 'Get_items' for the input parameter(s) of action 'Update_item'. Here is the text I entered for my expression: outputs('Get_items')?['body/value'][0]['ID'] Any idea what I'm doing wrong?
I have created 2 list in sharepoint online have same data but one to be have 5 columns and other have 3 columns here I want to sync both list data on edit add so can I use this mothod by hiding 2 extra columns in second list ?
Of course! You choose which columns you want to sync, as long as the columns that you don’t want to sync are not mandatory. Otherwise they cannot be left empty
Hi Enea, So I am a little confused for my use case, I have a Master List which tracks the application of a possibe new employee It has a calculated column which generates A unique Application ID for each application. Now For Different Level of Interviews I have created A Form (Evaluation form to be filled by interviewer, different for Each Level), responses of which are saved in a secondary SP Lists. In those Form I have a field for Application ID, so when there is a new response, the secodary list creates a new item with one of the fields being application ID. Now I want to copy items from my secondary List to Primary Master List with the Responses submitted by a Interviewer with common part being that Unique Application ID. So whenever i try to create an update item, it has two required fields one is ID and second one is Title. Now ID as per your video should be filtered by ODATA Query, but i don't want to update Title in my Master list as it already is updated with candidate name and I just want my flow to look for Unique application ID and copy the response received in my Master List columns. Can You help me out as what should be the course of action.
You need to go to the settings of your SharePoint list and deactivate the mandatory setting of the title column. Then your flow will not ask you to update it anymore. Hope this helps
Praful Gayakwad:- Hello, Enea Thank you for the tutorial; it clarified my doubts and errors. Thanks a lot. Can you guide me on preventing duplicate data retrieval from two lists? The first list contains certain columns, and I want to compare data based on columns like name and email in the second list to avoid duplicates.
Great video with clear explanation. What about if the 2nd List has only some of the columns of the 1st List has? Fow example my master list has 10 columns while the slave list has only 5 of them identically? The JSON sends all the output from master list when a new item is created or an existing is updated. Is this going to create an issue on the flow? Thanks.
Tested if and works fine even if the two lists are not identical. That's good because I would like to share data between different groups and as far as I know Sharepoint doesn't provide column access levels for different users. The next question which is not covered in the video is the flow to create when Deleting entries from the Master list. Would apprecate to see this too! Thanks.
Thanks Enea for this video. It helped greatly, one question...what if I want two lists to sync into one master. I tried to make an identical flow for the second list however it grabs the ID of number ''1'' in the master from list 1? Do I have to set the condition to a number other than 0?
If you want to sync two lists into one it can either be done with two separate automated flows or one manually triggered. Since you cannot trigger the same flow from different places. Then you could try using different columns in the master list. One for each child list
Is it possible to link the destination list (Second list) with another source list (Master list) just changing the PowerAut flow and mantaining the previous data already syncronized in the destination list? Thank you very much for the video.
@@Enea Hey! sorry to bother you again! i'm trying to follow step by step your video, i think however it doesn't work with choice columns, can you confirm it?
Great work, but I see a critical point: the author in the second list would be always the owner of the automation. What if I need to sync the author and also the creation date of the MasterList?
Aren’t you syncing the Master List to the Child List? The Author is the same who did the changes in the Master List. That you can grab when you update the Child List and save it in a new column called Author_real or something. Makes sense?
@@Enea I'm speaking about the creation when lenght=0. In this case the author is the owner of the automation. In my specific case, I have to copy the values of an existing list and then use your sync solution. Columns called "real author" or "real creation date" should be interesting to avoid this problem.
Does this work for syncing folders as well? I want to make sure that once I add a file in a folder on one sharepoint site, that it gets added to another folder on another sharepoint site
I had a problem with the condition. If i edit a row in the MasterList, the lenght is always 0 (or empty, as an html table shows). I noticed that in the MasterList the ID is written with 12345, in the SecondList the SincID is written as 12.345. Could this be the problem?
When you edit something, the length should never be 0. if that is the case, then the item was never created in the second list. Since you edit after you create, you should have the item in the second list.
@@Enea im my case I have a problem (sync with PBI by the way) on a list. SO I tried to copy the items in a second list using the first list as a model, but seems that it has inherited the problems of sync with PBI. So I created a third list starting from an empty one building it field by field. "GetItems" still works with the second list, I have this problem in the item of the third list. The problem seems to be the SyncID field that is not eq someway.
Not that easy. Image columns save their content in the site assets folder on your SharePoint site. You can do that with an http request to SharePoint but its pretty complex
Thanks Enea, great video! How you would modify this workflow if you were trying to sync and roll up several lists (with identical columns but different items) into one master list? Seems it's not that far off - maybe adding a modifier for your syncedID field (ie add a prefix for each child list, A, B, C and then search for the ID # in that list - syncedID would be A1 for first item of list A, B12 for 12th item of list B, etc)... and then replicate your suggested flow here for each list. Would that work you think? Would love to get your take on it.
If you are trying to sync the changes on a list (creation, edit or deletion) in multiple other lists, that is easy. You just repeat the same steps for the other lists. The main limitation here is that you cannot use the same flow from multiple lists since the trigger is bound to one list. Today I will be releasing a new video on how to really use only ONE Flow to sync multiple lists with each other, independently from which list you trigger the Flow. Unfortunately it is a premium connector but still pretty awesome.
@@Enea Did you release this video already ? i have a use case to sync two lists to one master list. would be really helpful if someone could help me please
you need to create a separate flow for that with the trigger "When an item is deleted". The rest is similar to this tutorial, find the item with the saved ID from the source list and delete it
@@Enea except you cant filter by something like SourceID eq 'identifier'. since 2 list items in 2 different list have different IDs, how do you tell the Delete Items>Get Items action to filter on the exact item you deleted on list 1 and have it delete the same item on llist 2?
@@MichaelRoss-d1f you have the ID of the item from list 1 saved in a column in the row of the item in the list 2. When you delete the item you trigger the flow and you have the id of the deleted item from the trigger outputs. You can then search with that id in the list 2 on the column where you save the id from the same item from list 1 and delete it as well
Hello super good video. Helped me a lot. Thanks a lot for this. I am at a loss :( I want to update A SharePoint List as master data from Forms into other SharePoint List as latest responses. So far I have managed to do that. But in the updated list I can't open the attachment. In the Master Data List the Attachment field is read-only, maybe this has something to do with it? My problem is, I can't transport the attachments from the master data list to the other list. In the field "Attachment" is only true but the attachment can not be opened. What do I have to do?
There are two field, „Has Attachments“ (true/false field) and „Attachments“ which has the attachment. There is another action called „Get Attachment“ and „Add Attachment“. With that action you can achieve it
This is a really good video !!!!!!!!!!!! This video helped me a lot I have one question for you. Synchronization when deleting data from the original list Can I automatically delete data from the list?
The problem with deleting data is that it is not recognized as a change. That means an automated cloud flow will not trigger. What you can do is to manually trigger or schedule the flow to run, get all items from both see which has more items, then filter all items from the list with less items out and you are left with the item that needs to be deleted. Thinking about making a video :)
Will an Active column work for you? Instead of deleting records (items), you set them to Active or Inactive then use a filter to hide the inactive items.
@@Enea Do you have a video showing how to do this part, or can you recommend one? I'm struggling to find a video on how to do this deleting items part. Thanks for all the hard work!
Great video thank you! What if I want to sync 3 different SharePoint list into 1? I have tried repeating the action for the other SharePoint lists, but it would not work.
Quick question, are you planning to trigger te sync manually (for example once a week you need to sync all 3 into a fourt one) or sync every change that happens to the 3 lists into the fourth?
@@Enea I was looking more at every change that happens, but I can use the manually triggered option if the first is not easy. Also, they should all input on the same line each time, So I shouldn't have 3 different lines of data at one time, but they should all fill in different columns on the same line at the time. Hope this makes sense.
Hi Enea, thanks for the great video. However, I've tried this guidance for my flow but it ended up run failed. It turned me with: The expression "1 eq Synced ID" is not valid. Creating query failed. Could you please explain where did I go wrong and how to fix this? Thanks in advance!
@@Enea Yes, the column name is Synced ID. The 1 ID has already equal to Synced ID = 1. It got me confused the query is turned to not valid. Anyway, I've tried to modify the flow by using filter array operation from value when a new item is created and ID is equal to Synced ID. Then I use the condition if body array is equal to true, update the item. If it's not met, then create the item. This flow ran successfully but the condition always found to be false even when the ID is equal to synced ID. So it doesn't update the item but create a new one. Could you please give me some advice? Thanks.
Hi Helen, I would have to take a look to see what is happening, I cannot tell from here what you might be doing wrong or what the error might be. Reach out to me on LinkedIn or Facebook and send me a screenshot if you like
Hallo Ilias, ist es auch möglich, dass du ein Video machst z.B. das die erfassten Daten wöchentlich (KW) in Excel Datei gespeichert werden (Du hast ein Video schon gemacht habe ich gesehen) und die Datei immer wöchentlich abgespeichert wird KW1,KW2. etc. Was noch gut wäre ist, das die verschobene Daten in der SharePoint gelöscht werden. D.h. als hätte man angefangen Daten neu zu erfassen. Gruss ersin
@@Enea Zu erst möchte ich mich bei dir ganz Herzlich bedanken für das Video wo du gemacht hast. Der Hintergrund ist, ich habe für unsere Logistikabteilung ein Materialentnahme APP erstellt. Die Mitarbeiter könne, wenn Sie Material aus dem Lager genommen haben per APP erfassen. Die Daten werden in SharePoint abgespeichert. Pro Woche sind es zwischen 300-400 Entnahmen die in SharePoint erfasst werden. Darum die Idee, dass die erfassten Daten automatisch wöchentlich in Excel abgespeichert werden. Die Excel Dateien werden von Logistik aufbewahrt, falls mal etwas wäre damit man nachschauen kann. Ich kann es dir gerne auch mal über Teams oder so zeigen :).Gruss Ersin
Hallo Enea! Danke für deinen Tipp aus dem anderen Video. Dieses Tutorial hat mich sehr weitergebracht und die Umsetzung hat funktioniert. In meinem Fall verwende ich +10 SP-Listen die alle untereinander kommunizieren sollen. Ich möchte vermeiden, dass sich zwei unterschiedliche Themen miteinander aktualisieren, nur weil sie die gleiche SyncedID haben. Reicht es, wenn ich den Filter erweitere und überprüfen, ob die ID und der Titel identisch sind? In meinem Fall würde der Filter so aussehen: @{triggerBody()?['ID']} eq SyncedID and '@{triggerBody()?['Title']}' eq Title LG
Hi Manuel, das freut mich! Sowas in der Art sollte funktionieren. Allerdings musst du es testen, mit der Anzahl an Listen habe ich es nie getestet und können unvorhergesehene Fehler auftreten
@@Enea da der Filter zwei Regeln hat, die erfüllt sein müssen, denke ich, dass die Einstellung so passen wird und hoffe nicht auf unerwartetes zu stoßen 😀
@@eduardocapaneli1141 I dont think that is necessary. It might be the simplest flow in the world. 1. Step: When an item is deleted 2. Step: Get item (here you use the item ID from the trigger, the one that was deleted, to find the same item in the second list. 3. Step: Delete item by using the ID from the Get item action
@@Enea Hello! I want to clarify your explanation of this "simple" deletion flow. To find the same item in the second list are you using the SyncedID? Will this flow have issues with "Get item" after the trigger since the item itself will have been already deleted - there is no item to get, right?
Great info! Just wondering if this would work as a 2 way sync as well? So if List 1 is updated it is pushed to List 2, and if List 2 is update it is pushed to List 1? Cheers!
Thanks! You would need to Flows for that. The only way to achieve they for now is with a custom solution from Encodian. I have made a video on how you could sync 3 lists independently from where you do the changes. Link: th-cam.com/video/_vZJT82kp0g/w-d-xo.html
Great Video! How about bi directional sync without causing a loop? Let's say List A and List B, any changes in List A needs to be reflected in List B and vice versa without causing a loop?
@@Enea I agree it's a great video. I was able to follow your video and created a working flow that sync my two lists (I'm an extreme beginner at this). However, I encountered the exact problem @vigneshmudaliar6636 have flagged. I created two workflows: 1) If List A changes, update List B; and 2) if List B changes, updated List A. The problem is it's causing to loop continuously because List A and List B keeps on updating each other but due to one initial change. It has cause me to almost each my maximum allow actions for my account. Is there any way to do this with cause this loop?
You can update the guide because Microsoft has changed so much that I am currently unable to go through this process.
e.g. length (Outputs('Get_items')?['body/value']) - is not a valid command and cannot be validated
Just wanted to say thanks for making this tutorial. Steps were explained in a simple and clear manner, with a good pace. Hope you continue making more practical and useful automation workflows.
Thank you very much!
Thanks a lot Enea!! It was the only one tutorial that helped me in sync two sharepoint list..TOP!!
Thanks! Subscribe if you like :)
Done!
I've had problems with syncing two lists in sharepoint for about 2 months now and not a single video or written explanation have helped me. YOUR VIDEO solved all my problems and I have now synced my 10 lists to a main databaselist! :D :D So thank you so so much for this logical explanation och great video!!
Happy to help Anna! :)
Wow Great!. I wonder if you have a tutorial that for deletion on an item from the Master List and also will sync to the Second List if there's any deleted item from Master List.
I HAVE THE SAME NEED, CAN YOU GET IT?
@@eduardocapaneli1141 hello, yes I got it
I have the same issue
@@eduardocapaneli1141 Create a second automation, and run the same items, but with the condition, if id Deleted from master list, you delete it from second list
How all tutorials should be done. A very clear tutorial. Thank you!
This VDO is really good. Thank you Enea to share this knowledge. Cheer!!!
This is a great lesson. I learned a lot from this. Thank you for explaining all the fundamentals while you go along.
Thanks for your comment! Happy I could help! Subscribe if you like
Thanks, Enea! Made my life so much easier! Very helpful!!:) My only tip is please add a caption to enlarge the text for the expressions.
Thanks for the feedback! In the new videos I already do that :)
Very well explained, and exactly what I'd already worked out from first principles - also using a second flow to sync deletions.
I came here hoping to find there was a better way to do it... and sadly it appears not. 😞
My issue is that I want the same list to be available (for Document Management property lookup purposes) in more than one SharePoint site (i.e. Team in MS365 Teams).
I commend your solution to this, but (hello MS!) it really should be a feature "out of the box" to have the same list appear in multiple sites (shared from a hub site?), without having to faff around with flows duplicating the data and reimplementing synchronisation logic from scratch. And to be able to have a lookup field as a document property which refers to a list shared from another site.
And then... another thought... surely some pre-programmed utility already exists for this purpose?
(e.g. There is a useful tool called SyncBack which is capable of addressing SharePoint document libraries. I'll see if it knows about lists ...)
Thank you so much, Enea! This was exactly what I needed! Genius.
thank you so very much. This is exactly what i have been searching for in order to complete a work task.
Great video, thanks. Why do you leave Car Model with a space in the column title but BuiltYear you don't?
Thanks! Just a stupid mistake, no reason at all 😅
Perfect! Thank you!
Is it possible just add and update item (sync) list 1 and list 2 (as your video) without delete the item in the list 2 when I delete item in the list 2, but has one specific color or another information in the list informing that the specific item in this list was deleted?
My question is that I need to mantain the database (list 1) cleared and the second list (database) full to use in complete KPI.
Sorry I did not get it…
Why can't I get this to work - I've followed it to the letter.
I am getting "apply to each" for yes and no - which I notice didn't happen with your demo.
Make sure you use the dynamic values from the right outputs. Sometimes when they are named the same, but come from different outputs in your flow. This might be causing the unwanted apply to each…
What it is want to change something in secondary list and sync changes in master list and lets say i have multiple secondary list and one master list and which has all the data of all the other list and which ever secondary list i modify will synch changes in master list or the other way around?
Doable, but you need multiple such flows. And you need to make sure they dont trigger each other infinitely
Thank you for the amazing video. I have a Lookup column in my master list that allows multiple selections. However, when I use your flow, I notice that duplicate items are created in my second list when two or more selections have been made on the lookup column. For instance, if I make two selections in the lookup column, I get two list items in my second list. Similarly, making three selections results in three items in the second list. Do you have a work around for this?
Did you figure this out Tom?
Hi, great video. But i am having issues on video section 11:55 When I put in ID eq SyncedID in the get items section it comes back as 'colour 'SyncedID' does not exist.
It does as I have setup as per video tutorial and I am sure the name is correct. ID is shown on master aswell.?? Can you help please??
Hi Mark, ID is in both lists since it is an internal column. If it says your SyncedID does not exist than you might have selected the wrong list? Go through the steps again and if you still need help, reach out to me on LinkedIn and we can take a look together
@@Enea I have the same problem. I do have the SyncedID column in my second list and the flow fails saying that "Column 'SyncedID' does not exist. It may have been deleted
@@madalinaszigeti7035 unfortunatelly from here there is not much I can do. I will have to see what is happening. Feel free to reach out to me on LinkedIn and send me a screenshot. Happy to help there :)
Will this method work if I am trying to have mutiple lists feeding updates into a single main list?
I have another video about this use case. Check out it must be unter the latest videos
I have a specific problem. I have on one Sharepoint site, a list of employees that received warnings, a list of employees that are on performance improvement plans and a list of employees that do not meet productivity metrics. I want to create a master list of all employees on the same site where I populate all the employee names, and then a flow will look through the other 3 lists and populate whether the employee has either received a warning yes/no, is on a improvement plan yes/no and has met productivity yes/no. Is there a way to do this? We would usually do INDEXMATCH and VLOOKUP on Excel but now everything is on Sharepoint lists
Thanks for the video.
Can the sync also be done by creating 3 flows that will be triggered when an item is created, modified, and delete?
Why do you need 3? The sync is for created and modified. You just need one when an item is removed from the list.
@@Enea i tried using the "created and modified", it adds an item in second list when an item was created in masterlist, but it also adds another item in second list when an item in modified in masterlist.
@@cocaboy78 then you must be doing something wrong. If the item exists in the second list, its should update it, just like in the video. Check the query filter in the get items and the length of the response body in your condition. If the item exists it should not be 0 and therefore it should update the existing item. Also check what ID you are using to search for the existing item in the second list. It should be the same ID like in the master list, thats why you create a new ID column. The standard ID columns cannot match.
My second list is a repeating table. How do I sync one Master Record with all the ones in the second list. This only brings in the 1st one.
Then you don’t search after the ID since that us unique. You need to find which column contains the right identification for the workflow to find all the values and use that as a filter for the get items step
How@@Enea
Hi the video was super useful but i have a doubt how to handle the scenerios where we delete the items from master list and we want to delete those items in copy list as well
This should be a separate flow with a „When an item is deleted trigger“
Is there any way to synch a SharePoint 2016 OnPrem list with a SPO list in the same way as above ?
Don’t know, not that familiar with SharePoint OnPrem. I guess with a getway and a custom connector everything is possible
It is possible to have one master list and second list which have just some items/lines from master list ? I want to have master list with issues which come from inside and outside company and second list for example with only items from outside (would have column in Master list which say for example External or Internal and all what is External should go to second list)
Hi, I'm actually wondering how did you increment the number in ID column?
That is the standard internal ID column of SharePoint. It automatically increments
Hello Enea, my flow says it's successful, but the my second list is not updating to match the master.
Fantastic video, so helpful! Thank you for sharing it.
I'm getting an error while trying to copy what you've built here, under Update item when I try to use your outputs expression for the ID I get an error stating "Correct to include a valid reference to 'Get_items' for the input parameter(s) of action 'Update_item'. Here is the text I entered for my expression: outputs('Get_items')?['body/value'][0]['ID']
Any idea what I'm doing wrong?
Figured it out, it was a naming issue!
I got stuck on this too
thanks friends
I have created 2 list in sharepoint online have same data but one to be have 5 columns and other have 3 columns here I want to sync both list data on edit add so can I use this mothod by hiding 2 extra columns in second list ?
Of course! You choose which columns you want to sync, as long as the columns that you don’t want to sync are not mandatory. Otherwise they cannot be left empty
Hi, thanks Enea ! it is possible to add picture in one list to another, with synchronization ?
What do you mean by picture? Attachment or image column?
@@Eneaattachment
@@brunapaiva4837yes, I have a video on my channel on that topic as well. Check it out
Hi Enea, So I am a little confused for my use case, I have a Master List which tracks the application of a possibe new employee It has a calculated column which generates A unique Application ID for each application. Now For Different Level of Interviews I have created A Form (Evaluation form to be filled by interviewer, different for Each Level), responses of which are saved in a secondary SP Lists. In those Form I have a field for Application ID, so when there is a new response, the secodary list creates a new item with one of the fields being application ID.
Now I want to copy items from my secondary List to Primary Master List with the Responses submitted by a Interviewer with common part being that Unique Application ID.
So whenever i try to create an update item, it has two required fields one is ID and second one is Title. Now ID as per your video should be filtered by ODATA Query, but i don't want to update Title in my Master list as it already is updated with candidate name and I just want my flow to look for Unique application ID and copy the response received in my Master List columns. Can You help me out as what should be the course of action.
You need to go to the settings of your SharePoint list and deactivate the mandatory setting of the title column. Then your flow will not ask you to update it anymore. Hope this helps
Hey, great video but I have a question
Why it is not working with Pictures? Is picture an attachment?
Good question, I dont know, need to try it
awesome - it worked :) many thanks for this great tutorial.
Awesome! Subscribe if you like 😊
Perfect timing. I trying to do exactly this. Thank you.
Nice video! If it's a relational table, How do you handle it? Let's say 2 SharePoint lists, one with ID (Master) and the other with Uid(Slave).
If its a Master-Slave relationship why would you want to sync them? Does not make any sense on my opinion
This is a very useful sharing and it support my use case. Thank you so much.
Praful Gayakwad:-
Hello, Enea Thank you for the tutorial; it clarified my doubts and errors. Thanks a lot. Can you guide me on preventing duplicate data retrieval from two lists? The first list contains certain columns, and I want to compare data based on columns like name and email in the second list to avoid duplicates.
I had been trying to do this for weeks! Thanks for sharing :-)
Happy to help Aashwin! Subscribe if you like :)
Great video with clear explanation. What about if the 2nd List has only some of the columns of the 1st List has? Fow example my master list has 10 columns while the slave list has only 5 of them identically? The JSON sends all the output from master list when a new item is created or an existing is updated. Is this going to create an issue on the flow? Thanks.
Tested if and works fine even if the two lists are not identical. That's good because I would like to share data between different groups and as far as I know Sharepoint doesn't provide column access levels for different users. The next question which is not covered in the video is the flow to create when Deleting entries from the Master list. Would apprecate to see this too! Thanks.
What about autosyncing different libraries (one-way) each in a seperate sharepoint site ?
Thanks Enea for this video. It helped greatly, one question...what if I want two lists to sync into one master. I tried to make an identical flow for the second list however it grabs the ID of number ''1'' in the master from list 1? Do I have to set the condition to a number other than 0?
If you want to sync two lists into one it can either be done with two separate automated flows or one manually triggered. Since you cannot trigger the same flow from different places. Then you could try using different columns in the master list. One for each child list
Is it possible to link the destination list (Second list) with another source list (Master list) just changing the PowerAut flow and mantaining the previous data already syncronized in the destination list? Thank you very much for the video.
It should be possible, you need to be cautious with the ID, if you are bringing data from another list.
@@Enea I'll try it! Thank you
@@Enea Hey! sorry to bother you again! i'm trying to follow step by step your video, i think however it doesn't work with choice columns, can you confirm it?
@@PietroMatteoSalvia I dont know why it should have a limitation based on the column type. What is the problem?
Is there a way to sync 10 different SharePoint lists to one master list?
There is, but that thing will hunt your dreams
Great work, but I see a critical point: the author in the second list would be always the owner of the automation. What if I need to sync the author and also the creation date of the MasterList?
Aren’t you syncing the Master List to the Child List? The Author is the same who did the changes in the Master List. That you can grab when you update the Child List and save it in a new column called Author_real or something. Makes sense?
@@Enea I'm speaking about the creation when lenght=0. In this case the author is the owner of the automation. In my specific case, I have to copy the values of an existing list and then use your sync solution. Columns called "real author" or "real creation date" should be interesting to avoid this problem.
Does this work for syncing folders as well? I want to make sure that once I add a file in a folder on one sharepoint site, that it gets added to another folder on another sharepoint site
Sure 👍🏻
Great video with very clear instructions. Thanks.
I had a problem with the condition. If i edit a row in the MasterList, the lenght is always 0 (or empty, as an html table shows). I noticed that in the MasterList the ID is written with 12345, in the SecondList the SincID is written as 12.345. Could this be the problem?
When you edit something, the length should never be 0. if that is the case, then the item was never created in the second list. Since you edit after you create, you should have the item in the second list.
@@Enea im my case I have a problem (sync with PBI by the way) on a list. SO I tried to copy the items in a second list using the first list as a model, but seems that it has inherited the problems of sync with PBI. So I created a third list starting from an empty one building it field by field. "GetItems" still works with the second list, I have this problem in the item of the third list. The problem seems to be the SyncID field that is not eq someway.
Is it possible to share an Image column with this flow?
What do you mean share? This flow is not for sharing but for syncing.
@@Enea I have an image column in my master list that I would like to sync to an image column in my 2nd list.
Not that easy. Image columns save their content in the site assets folder on your SharePoint site. You can do that with an http request to SharePoint but its pretty complex
you are the best.. thank you so much Teacher.
Thanks Enea, great video! How you would modify this workflow if you were trying to sync and roll up several lists (with identical columns but different items) into one master list? Seems it's not that far off - maybe adding a modifier for your syncedID field (ie add a prefix for each child list, A, B, C and then search for the ID # in that list - syncedID would be A1 for first item of list A, B12 for 12th item of list B, etc)... and then replicate your suggested flow here for each list. Would that work you think? Would love to get your take on it.
If you are trying to sync the changes on a list (creation, edit or deletion) in multiple other lists, that is easy. You just repeat the same steps for the other lists. The main limitation here is that you cannot use the same flow from multiple lists since the trigger is bound to one list.
Today I will be releasing a new video on how to really use only ONE Flow to sync multiple lists with each other, independently from which list you trigger the Flow. Unfortunately it is a premium connector but still pretty awesome.
@@Enea Did you release this video already ? i have a use case to sync two lists to one master list. would be really helpful if someone could help me please
@@Enea I did checked with all your videos, but i could not find the video sadly
how can you set up a flow to delete an item on your destination list when you delete that same item from the source list?
you need to create a separate flow for that with the trigger "When an item is deleted". The rest is similar to this tutorial, find the item with the saved ID from the source list and delete it
@@Enea except you cant filter by something like SourceID eq 'identifier'. since 2 list items in 2 different list have different IDs, how do you tell the Delete Items>Get Items action to filter on the exact item you deleted on list 1 and have it delete the same item on llist 2?
@@MichaelRoss-d1f you have the ID of the item from list 1 saved in a column in the row of the item in the list 2. When you delete the item you trigger the flow and you have the id of the deleted item from the trigger outputs. You can then search with that id in the list 2 on the column where you save the id from the same item from list 1 and delete it as well
Hello
super good video. Helped me a lot. Thanks a lot for this.
I am at a loss :( I want to update A SharePoint List as master data from Forms into other SharePoint List as latest responses. So far I have managed to do that. But in the updated list I can't open the attachment. In the Master Data List the Attachment field is read-only, maybe this has something to do with it?
My problem is, I can't transport the attachments from the master data list to the other list. In the field "Attachment" is only true but the attachment can not be opened. What do I have to do?
There are two field, „Has Attachments“ (true/false field) and „Attachments“ which has the attachment. There is another action called „Get Attachment“ and „Add Attachment“. With that action you can achieve it
This is a really good video !!!!!!!!!!!!
This video helped me a lot
I have one question for you. Synchronization when deleting data from the original list
Can I automatically delete data from the list?
The problem with deleting data is that it is not recognized as a change. That means an automated cloud flow will not trigger. What you can do is to manually trigger or schedule the flow to run, get all items from both see which has more items, then filter all items from the list with less items out and you are left with the item that needs to be deleted. Thinking about making a video :)
@@Enea thank you for your kind reply
Will an Active column work for you? Instead of deleting records (items), you set them to Active or Inactive then use a filter to hide the inactive items.
@@Enea Do you have a video showing how to do this part, or can you recommend one? I'm struggling to find a video on how to do this deleting items part. Thanks for all the hard work!
@@mron4161 tell me what excactly you need to achieve and I might record a video on this topic this week
Can we use the sync data for calculation?
Can you give me a bit more information what you are trying to achieve? That question can mean 1000 different things and I could just answer with yes.
Great video thank you! What if I want to sync 3 different SharePoint list into 1? I have tried repeating the action for the other SharePoint lists, but it would not work.
Thanks! You want to sync them into a fourth one or the three with each other?
@@Enea I would like to sync them into a fourth List please. Sorry for the late reply
@@altrippyboy556 no worries, let me look into that and get back to you 👍🏻
Quick question, are you planning to trigger te sync manually (for example once a week you need to sync all 3 into a fourt one) or sync every change that happens to the 3 lists into the fourth?
@@Enea I was looking more at every change that happens, but I can use the manually triggered option if the first is not easy. Also, they should all input on the same line each time, So I shouldn't have 3 different lines of data at one time, but they should all fill in different columns on the same line at the time. Hope this makes sense.
👍, so how copy attachments?
Sorry for the late reply, but I recorded a video based on your question: th-cam.com/video/n4UvqcCCQRo/w-d-xo.html
Great video mate!
Hi Enea, thanks for the great video. However, I've tried this guidance for my flow but it ended up run failed. It turned me with: The expression "1 eq Synced ID" is not valid. Creating query failed.
Could you please explain where did I go wrong and how to fix this? Thanks in advance!
Is your column name Synced ID? The query is supposed to filter the data and return only items with the Synced ID = 1. Check that first
@@Enea Yes, the column name is Synced ID. The 1 ID has already equal to Synced ID = 1. It got me confused the query is turned to not valid.
Anyway, I've tried to modify the flow by using filter array operation from value when a new item is created and ID is equal to Synced ID. Then I use the condition if body array is equal to true, update the item. If it's not met, then create the item.
This flow ran successfully but the condition always found to be false even when the ID is equal to synced ID. So it doesn't update the item but create a new one. Could you please give me some advice? Thanks.
Hi Helen, I would have to take a look to see what is happening, I cannot tell from here what you might be doing wrong or what the error might be. Reach out to me on LinkedIn or Facebook and send me a screenshot if you like
Hallo Ilias, ist es auch möglich, dass du ein Video machst z.B. das die erfassten Daten wöchentlich (KW) in Excel Datei gespeichert werden (Du hast ein Video schon gemacht habe ich gesehen) und die Datei immer wöchentlich abgespeichert wird KW1,KW2. etc. Was noch gut wäre ist, das die verschobene Daten in der SharePoint gelöscht werden. D.h. als hätte man angefangen Daten neu zu erfassen. Gruss ersin
Was ist der Hintergrund? Warum die Daten nach Excel exportieren? Zusätzlich, warum die Daten löschen und nicht einfach in eine Archiv View packen?
FYI, hier ist dein Video: studio.th-cam.com/users/videoK5f987yQhBo/edit?sub_confirmation=1 :)
@@Enea Zu erst möchte ich mich bei dir ganz Herzlich bedanken für das Video wo du gemacht hast. Der Hintergrund ist, ich habe für unsere Logistikabteilung ein Materialentnahme APP erstellt. Die Mitarbeiter könne, wenn Sie Material aus dem Lager genommen haben per APP erfassen. Die Daten werden in SharePoint abgespeichert. Pro Woche sind es zwischen 300-400 Entnahmen die in SharePoint erfasst werden. Darum die Idee, dass die erfassten Daten automatisch wöchentlich in Excel abgespeichert werden. Die Excel Dateien werden von Logistik aufbewahrt, falls mal etwas wäre damit man nachschauen kann. Ich kann es dir gerne auch mal über Teams oder so zeigen :).Gruss Ersin
Gerne! Würde mich freuen euer case mir anzusehen. Meld dich bei mir auf LinkedIn wenn du magst
Hallo Enea! Danke für deinen Tipp aus dem anderen Video. Dieses Tutorial hat mich sehr weitergebracht und die Umsetzung hat funktioniert. In meinem Fall verwende ich +10 SP-Listen die alle untereinander kommunizieren sollen. Ich möchte vermeiden, dass sich zwei unterschiedliche Themen miteinander aktualisieren, nur weil sie die gleiche SyncedID haben. Reicht es, wenn ich den Filter erweitere und überprüfen, ob die ID und der Titel identisch sind? In meinem Fall würde der Filter so aussehen: @{triggerBody()?['ID']} eq SyncedID and '@{triggerBody()?['Title']}' eq Title
LG
Hi Manuel, das freut mich! Sowas in der Art sollte funktionieren. Allerdings musst du es testen, mit der Anzahl an Listen habe ich es nie getestet und können unvorhergesehene Fehler auftreten
@@Enea da der Filter zwei Regeln hat, die erfüllt sein müssen, denke ich, dass die Einstellung so passen wird und hoffe nicht auf unerwartetes zu stoßen 😀
how we do when we delete item?
Deleting needs a separate flow since you need the „When an item is deleted“ trigger
@@Enea CAN YOU MAKE A VIDEO EXPLAINING IT?
@@eduardocapaneli1141 I dont think that is necessary. It might be the simplest flow in the world.
1. Step: When an item is deleted
2. Step: Get item (here you use the item ID from the trigger, the one that was deleted, to find the same item in the second list.
3. Step: Delete item by using the ID from the Get item action
@@Enea obligatory, it worked perfectly
@@Enea Hello! I want to clarify your explanation of this "simple" deletion flow. To find the same item in the second list are you using the SyncedID? Will this flow have issues with "Get item" after the trigger since the item itself will have been already deleted - there is no item to get, right?
Many thanks for that !
Happy to help, did it work?
Great info! Just wondering if this would work as a 2 way sync as well? So if List 1 is updated it is pushed to List 2, and if List 2 is update it is pushed to List 1?
Cheers!
Thanks! You would need to Flows for that. The only way to achieve they for now is with a custom solution from Encodian. I have made a video on how you could sync 3 lists independently from where you do the changes. Link: th-cam.com/video/_vZJT82kp0g/w-d-xo.html
@@Enea cheers man, I'll check it out. Thanks again!
Great Video! How about bi directional sync without causing a loop? Let's say List A and List B, any changes in List A needs to be reflected in List B and vice versa without causing a loop?
You can do that, but than you need 2 Workflows since the trigger can anly be directed to one list.
@@Enea I agree it's a great video. I was able to follow your video and created a working flow that sync my two lists (I'm an extreme beginner at this). However, I encountered the exact problem @vigneshmudaliar6636 have flagged. I created two workflows: 1) If List A changes, update List B; and 2) if List B changes, updated List A. The problem is it's causing to loop continuously because List A and List B keeps on updating each other but due to one initial change. It has cause me to almost each my maximum allow actions for my account. Is there any way to do this with cause this loop?
Lassen sich die Kommentare auch syncen? Grüße
Mit Sicherheit
@@Enea in dem bestehenden Flow? Oder bedarf es einen Neuen? Habe schon alles versucht. Vielen Dank für deine Videos und Hilfe.