Microsoft Lists and Power Automate

Whats up my friends?!
Welcome to my first video showing Microsoft Lists and Power Automate... AND how to use a list to power your flow to build an automated set of follow up emails.
00:00 - Introduction
03:03 - Looking at the scenario
03:56 - Take a look at Microsoft Lists
04:30 - New List Menu
05:40 - Adding a column to a list
06:15 - My list for this solution
08:10 - The first flow
11:25 - Testing the first flow
12:26 - The second flow
17:01 - Testing the second flow
18:25 - Conclusion and wrap up
To follow me on Twitter head to / jonjlevesque
to make videos like mine head to my shop www.amazon.com/shop/jonlevesque
as always please LIKE & SUBSCRIBE
Much Love from Me!

[@neilokelly9208]

1 year latrer, dude i cant tell you how many times ive used this to acomplish tasks, build issue trackers and track info etc. This was of one the most important things ive ever learned., Thank you for me teaching me.

[@JonJLevesque]

This is such an awesome comment. I’m really glad to have been able to help! You’re so very welcome :)

[@jennamilleryall]

THIS actually taught me something. I could cry, thank you. THANK YOU!

[@mlclovene79]

Always insightful Jon! I especially appreciate you answering questions before we can ask them (e.g. "why use single line of text for date") and highlighting the benefit of automation allowing for higher value work.

[@Soulenergy31]

Cannot agree more with you!!! Jon hits the nail on the head before the actual hit!!!!

[@ronaangeles5377]

Love it! Looking forward on trying this next 👌🏻

[@sonya5568]

thanks for sharing. This is soooo useful with what I have to do in my new role!

[@arshad801]

Thanks for sharing...gave me more ideas continue sharing this cool stuff..

[@DuncanCunningham]

Dates and times from 13:07 excellent stuff, I’ll be applying that to a flow I already have.

[@sumathigovindaraj1947]

Man you saved my days. The exact video i was looking for.

[@JonJLevesque]

Perfect! Happy to help!

[@Soulenergy31]

Thank you Jon for sharing! 9:59 SP is Ms List 11:16 Information from the Ms. form into SP list

[@JonJLevesque]

You’re really very welcome :)

[@Cmart6444]

Hi Jon, quite generous this video from you to all of us willing to lear, very amusing also. Thanks indeed bro! UR a rockstar!!!!!!!!

[@JonJLevesque]

You’re very welcome!

[@Worrelpa]

It is some time all about the little simple things. Thanks Jon.

[@JonJLevesque]

My pleasure, my friend!

[@neilokelly9208]

We're about to start an office 365/exchange migration for 3000 people and you've just taught me how to track all their issues, get all the info we need to fix said issues and then follow up with them in 2 sweet moves. i f'ing love you, bro. thanks so much for this.

[@JonJLevesque]

This is my new favorite comment 😍 So glad it was helpful!

[@neilokelly9208]

@@JonJLevesque you have a no idea bro, I just pinned the newly created list to tab in our migration channel in teams so its visible for the team for assignments and BAM were setup. . i'm a god in here right now, all thanks to you man.

[@louiscutmore]

That's awesome. Thanks for the clarification with Lists 😊

[@JonJLevesque]

You’re very welcome Louis!

[@TastyChickenLegs]

Epic stuff. You produce great content. Very well done

[@JonJLevesque]

Thanks a lot! :)

[@yuriwillian9247]

Thanks for guide Jon, that's helps alot!

[@JonJLevesque]

My pleasure!

[@ScottJShearer]

Another great video Jon!

[@JonJLevesque]

Thanks so much Sir!

[@Bigsby_]

Thanks for the great video & hope you had a good break Not in our tennancy yet but I expect it will be soon.

[@JonJLevesque]

Yeah, it should be soon! and Thank you!

[@deliawilson4939]

So awesome. Than you very helpful

[@OrlandoCeleiro]

Just awesome... Thanks 🙏

[@JonJLevesque]

You’re very welcome!!

[@reviewassistant6891]

Love it, I'd like to see built in delay timers as an condition in the gui instead of expressions.

[@kamonabiswasnandi6715]

Ytu

[@raj7sam]

Nice information ....👍🏼

[@cristoumanzor3896]

Good explanation! Thanks 😊

[@JonJLevesque]

You’re welcome!

[@johndoogan7258]

Just subscribed because I liked your style and explanations. Totally and I mean totally new at this. I can see value in my workplace adopting better ways of working. We receive thousands of emails per day which are currently filtered in Outlook and rules applied to move to relevant holding folders. My dream is to automate this and be able to filter the emails and content (attached is usually an excel sheet) to the teams who have to action it. Is this feasible/workable with such high volumes and where would you start. I can pay in Krispy Kreme donuts 😁

[@kingsohrab3196]

Hello Jon, i have a question regarding calculated columns or user defined columns in lists, normally you can get the sum of the numbers of a column by using the "number" type for a column and selecting the sum option by clicking on the column name, but if you make a column manually with your rules or formula then you dont have that option anymore, how can i still count the sum of the numbers inside that column? i have been told that its possible with power automate but i have no clue which function should i use or how? thanks

[@RPAChampion]

This is really cool thanks for the video.Best way to learn is to follow by example.

[@JonJLevesque]

You’re so welcome!

[@robertmyslik6964]

This is great and I look forward to diving in. Does it matter if you use this in teams or online? It appears there are different options on teams itself than online.

[@bronwynpalmer6362]

Thanks for a very informative and helpful video Jon. A quick question... if you have created a list in My lists, then share it later or move it to a different location, will any attached flows automatically follow, or will certain aspects of the flow need to be updated? (Sorry, I'm a newbie with this stuff).

[@SplendidMoose]

How did you get the date and follow up questions to show up in power automate? I can only see the questions I use on the form.

[@EllieCarter5225]

Do you know how to create an excel navigation "freeze pane" view so I can keep the Column Headers & scroll through a long list?

[@samgray559]

Love this Jon! 👌 The efficiency of the parallel branch is really neat. Will definitely consider this for follow-up actions in the future.

[@moth_la]

Having a process sit idle waiting for 15 days is not efficient.

[@samgray559]

@@moth_la sorry should have elaborated. From the point of view that I would not have to create additional reminder flows to handle this. Efficient in terms of effort for me.

[@janetmakonda6532]

Hey Jon, well done step by step video. Appreciate the thoroughness! MS List is only available to me within Teams (currently). I'm posing a challenge to create outlook contact from MS List item. Is that something power automate can do? Do you know if anything like that exist? Appreciate the response!

[@tommymartin2089]

Awesome video, my question is if I have multiple lists, say a customer list and a site visit list. If I'm setting this flow up for new site visit entry how do I insert my relational client data such as name and billing

[@babuporora8736]

Hi Jon, do we have a predefined template to send the whole column values (record) to an email inbox when a field value changed for that record? Lets say a record's STATUS FIELD is changed to COMPLETED ca we have all tha record details send to an email group? Thank you.

[@peanut-d-cat]

More power to you bro.

[@JonJLevesque]

Thank you!

[@artvaindelay2085]

Hey Jon - Excellent video. I would like to create a flow that once initiated, it will have multiple steps to be completed by different users one after another. How do I achieve that with power automate using SharePoint list?

[@SeoKayo]

This is very informative. I've watch different version and yours is easy to follow along. If you need idea for your next video, perhaps create an Approval Flow that when someone submit a form with a 2 Outcome (Approve / Reject). Then have the 'Outcome' (If it is Approve) Post to LIST, next send an email to both the requestor and approvers. Looking forward to it!

[@JonJLevesque]

Be sure and check my approvals playlist - i likely have covered that scenario :)

[@SeoKayo]

@@JonJLevesque Awesome!!!! Thank you Jon for all your contributions to the community.

[@lexiejohnson7935]

Hello! My team has recently transferred our workflow to SPO Lists, and we need to paste in information regularly. They are moving so slowly that they are not usable (it is taking thirty minutes to paste in several rows of information). This is the case for all members of my team, so it is not an individual internet issue. Do you have any ideas of how to address this?

[@ExcelExciting]

You Rock bro !!! Awesome 😎

[@JonJLevesque]

Thanks so much my friend!

[@Hanna-ql2ki]

Hi. What if I would like information from the new (or changed) row in lists to be sent in a PDF to myself/my team, presenting the data in an easy to read, reporty way? Is it impossible to create a word-document (or PPT slide or whatever) to be converted to a PDF and sent out, or is it just not mainstream and therefore not on KZbin?

[@marciokataoka]

Hi Jon, great video! Do you think it is possible(or it is a good idea) to use MS Lists as a data repository(DB)? Asking that because we have a hard time to get licenses to CDS or SQL regarding costs.

[@JayAntoney]

Hey hey - love to watch your videos! I would love to know your thoughts, but I would have done the initial email in the first flow along with setting the 15 day date and then a time based trigger every day on the second flow to trawl the list for any emails to send that day where today's date matches the 15 day column. Reason would be if you needed to change the second email because of a broken link, spelling mistake or what ever. You now can't modify the flow on hold and therefore any changes will need to wait for 15 days before anyone sees them.

[@JonJLevesque]

You know... That's actually a great idea. It does add another layer of protection.

[@abhijeetchavan1338]

HI... I want to send an email using Flows to the SharePoint Group and Users which I m maintaining in SharePoint List (People Picker Column). Is it possible?

[@1935Charm]

Great video, Jon - great pace and very clear instruction. Being completely new to Sharepoint Lists and Microsoft Lists, but having used other platforms before, it does strike me a little strange / sad that: a) The Forms system can't write the data directly into Microsoft Lists without using the Flows, and b) The List can't automatically add the "Date Added" and "Follow Up" dates If just feels like there are too many components involved, that could result in Flows not running correctly and data being incorrect. Will this functionality be added soon, do you think, and will the interface become more GUI and less reliant on knowing how to write the queries? I have some bid Lists I'm building for work, and at the moment I achieve what I want to so much easier with a combination of #Jotform and #Airtable, for example!

[@TheJona1978]

Hi Jon, perfect video. Was answering some questions on the compose part. Thanks for showing the feature how to split w/o conditions. Short question - I guess it is possible to set up a similar process for an approval flow if the status did not change for X days to remind the receiver...

[@ddp2049]

Hello question can you use Microsoft lists MSA preview with power automate. Thank I going to check this video out later.

[@iwant2bmeyug]

Hey Jon, I made an automated documents sequential approval program for my org for documents & invoices approval with Teams & MS Forms integration and reminders. I want to help others too to achieve the sequential approval and how this can be used on Teams as well. If you have spare time from your important and busy schedule I can send those flows to check and feedback.

[@seang2012]

Forgive my newbie question but how do you create an approval flow that allows the approver to make additional selections? I have created an invoice approval flow against a Microsoft list. However I need the approver to also enter or select the Gl account the invoice is charged to along with the approval. I have the GL accounts in another list. I can’t figure out how to allow this entry? Help??

[@elsalorenzana6795]

Great Video Jon , I have a question. Is it possible to connect the MS list (calendar view) to the outlook 365 calendar?

[@dylansands21]

Hey John, Any idea how to import (or copy paste whatever) a column from Excel with more than 100 lines into a list that's already created?

[@scaramanga8121]

Can you use power automate desktop to input details into a share point list ?

[@nicolejacobs1432]

Hi Jon, thanks for your videos which are very helpful. I have created my first Microsoft List and am trying to create my first flow, but I have created the List in My Lists and I can't find how to move it to the SharePoint site. Can you let me know how to do this as I have been searching online for a long time but can't seem to find an answer. Thanks so much, Nicole

[@issiewizzie]

great explanation

[@JonJLevesque]

Thanks!!

[@gilberto00]

Greate video! But what about the flag to avoid 15 days count email send if the user answers the first one? And after the first 15 days send, another one will be sent after 15 days more? Thanks!

[@f.k.b.16]

Is there way to use Power Automate to send the contents of a saved views From a SharePoint List?

[@danielmarsh6431]

Can you add conditions to the follow up email? Such as if you have completed the process you send and email asking how the experience was, but it is still incomplete you send an email to the department manager to ensure the price is moving along.

[@joelawton123]

Can you create planner tasks from list information using flow?

[@ekkiwurm7874]

Super video! Tons of food for thought here and everything well explained. Thank you so much for sharing. I am new to lists and power automate and therefore I found the video even more helpful. I am wondering if you or one of the readers here can answer my question. Instead of creating a new item can changing a singular field or column trigger an action, too? I have a column 'Description' and one 'Date of Description'. I want to capture the date when a description was entered into the field. I hope it makes sense. Many thanks

[@JonJLevesque]

Sorry i realize this was asked 3 months ago but yes, you can absolutely trigger on when a certain field is modified also.

[@jg2077]

And here is that other video I promised kzbin.info/www/bejne/q3bKe3-CfaefkLc This one automatically organizes music album files into their respective and automatically created folder. And it does this for all the alubms. So amazing to see it execute and do it all automatically. Hopefully I have this walk through video for other users and anyone who is interested in Windows Automation. Let me know if you get any questinos I can help with.

[@johnbrennan8442]

Hello can I ask how this works with straight to delete item instead of update and email please

[@davidadkins9155]

John, I used this flow to create a Leave Time Request Form to an Approval, and then to create an event in Outlook if approved. Everything works great EXCEPT, all of the appointments created are off by one day in the past. I request the 13th through the 17th, and it makes a calendar event for the 12th through the 16th. HELP!?! I think it has something to do with time conversion, but your steps I used to convert time did not work.

[@arshad801]

Can you please make video on how to clean up data coming in json using function expressions..to slice the data from a string or array

[@lb938]

I have a problem, i have no permission to use forms in my company (IT'S RESTRICTED), then i'm using lists, but when trying to combine it with flow, i neither can use this forms connectors, wich other connectors could i use instead of those of forms to complete these actions??

[@MishaBEZEDE]

Nice guide, Jon. Just wondering why using utcnow and not the Created column from the Sharepoint list?

[@JonJLevesque]

Essentially it gives the same info, but utcnow is useful beyond just this example.

[@sunlong5372]

I followed your steps, but got “Actions in this flow may result in an infinite trigger loop. Please ensure you add appropriate conditional checks to prevent this flow from triggering itself.” How can I exclude it?

[@ucilengi]

Hey. Great video. I have an unrelated question. Which video app did you use to put your live video infront of your sharing content??

[@JonJLevesque]

I am using OBS to record all my videos now :)

[@gugig.m.270]

Do you have the prepare the list first before Power Automate-ing the Forms?

[@JonJLevesque]

Yes! The list must be set ahead of time. The list will inform all of the other parts.

[@teswehla]

Hi John - do you by chance have a video about Power Apps > Customize Forms? I am attempting to replace our InfoPath forms with Power Apps Customized forms and am struggling.

[@JonJLevesque]

I’m sorry i don’t :( you might want to check Shane Young - he has lots of powerapps stuff

[@bbronson1978]

Can you show how to create a simple ticketing system using flow

[@roshni2496]

Thank you for this video! Can we create notifications for new entries that are specific? For example, depending on the managers name that is entered on a form, an email will trigger to only that person so they know they have a new entry specifically for them.

[@JonJLevesque]

Yes you can do what’s called trigger conditions!

[@roshni2496]

Thank you for the info!

[@RazerDust]

Do you think it is possible to go from JIRA to Microsoft lists as a power automate

[@JonJLevesque]

Absolutely yes

[@carlosamorales33]

Hi Jon, I have a quick question. I am creating a SharePoint list using PowerApps and Power Automate, I'm able to create my columns in SharePoint, but then I want to populate those SharePoint columns with items that are store in an excel table, how can I import those items to the SharePoint list if the list is created dynamically from PowerApps? Step one: PowerApps prompts from the name, last name, and email of a person. Step two: A flow is initiated and creates a SharePoint list using the name of the person that Power Apps passes to the flow. Step three: Create all the columns in the newly created SharePoint list. Step four: export the content of the excel table to this SharePoint list. (this part is what is not working) in order to create the flow, I need to have the name of list already created. How can the flow find the name of the newly created list and use it to export the excel table?

[@eileenandress9621]

I've created a survey to send out to employees and need them to respond within a week. How do I create a flow that will send out reminders to those that don't respond?

[@JonJLevesque]

Hi there! I have a video about it titled “create automated email follow ups” for some reason my phone won’t let me post it but if you search, promise it’s there.

[@christopherworley5630]

Why did you do a parallel process for sending the e-mails? Couldn't you have sent them sequentially?

[@JonJLevesque]

Yeah, it was really more for teaching the technique of parallel. It’s not necessary but does help me visually.

[@davidc7077]

How do you find the site address for the list? I tried putting in the url and it did not work. My url does not reference sharepoint like yours does

[@JonJLevesque]

you can pull it from the url bar on the top of the page if it doesnt populate

[@carlopinto9653]

Thanks for this very informative video. Question that I couldn't find anywhere answered: Using Forms, how do you pull and existing item on your List and update it's existing columns based on a Form response? i.e. I want to change the status of an existing Item on list called Kitchen Project and change it's 'Status' column from Pending to Completed using Forms?

[@JonJLevesque]

Short answer... you can’t. You need to use PowerApps and power automate to do that. So you can reference past items rather than only create new items

[@carlopinto9653]

@@JonJLevesque Yes, that's what i meant what would be the expression in PowerAppts to call existing Items from the List and update it's column base on subsequent Form responses. Thanks again.

[@carlopinto9653]

sorry expression/function in Power Automate...that would do that? or i will need to Create a PowerApps?

[@markmoscosa2371]

Jon! Nice video, I have been looking material to do this for a process at work. Think this is the foundation for making it happen, however I'm running into a problem where the Form is not working in the Flow. I mounted everything from a MS Teams Group; SharePoint, SharePoint List and the Form is created in the same MS Teams Group. What are the common errors, on this example? BTW looking this video at 1.20x is dope.

[@JonJLevesque]

What happens with the form?

[@markmoscosa2371]

Thanks for replying. The Form works fine, it is that while testing in Flows, the icon keeps rolling, and test is never finished. I have noticed that this f the Form is hanging from my list of Forms, it will work, however if it is hanging from the SharePoint I created for that Process, the test fails, and I never get to write the info in the List (also hanging from that specific SharePoint).

[@ahmedsassi6084]

great video , can you share the body of e mail please

[@chrisjoel247]

this is awesome!!!! can this be use for Microsoft planner? instead of sending an email it creates a task?

[@JonJLevesque]

Yeah, absolutely could!!

[@haireeysun]

Here is a template that creates a planner task after a form submission and posts to teams. You can modify the template to suite your needs: us.flow.microsoft.com/en-us/galleries/public/templates/f06e6f8fbd3e49d5984858b3b54709b2/create-a-task-in-planner-from-microsoft-forms-and-post-message-in-teams/

[@Jwrightthethird]

"you're probably gonna have a bad time" 😂😂😂

[@JonJLevesque]

Very possibly!

[@draushaus912]

I wish you'd address when things DON'T go as intended. ie: I enter dynamic parameters in 'create item', but they all change to addresses (r520f3a6...). Why?? It's impossible to find why this is happening and what to do about it.

[@BuddhaAfterDark]

why do you convert the time at all? Time is time right?

[@JonJLevesque]

In power automate time is always calculated at UTC - and then you have to account for timezones

Hi Jon, I like to follow your channel I can learn a lot about Power Automate in real life scenarios. My question and also my challenge is to get the link to Microsoft List Item BUT not pointing to SharePoint but to the list item embedded into TAB inside Microsoft Teams. Since I trigger a Flow bot notification with an adaptive card where I would like to have this Link to that Item inside my Teams channel tab. :) Do you have idea how to automate that?

[@JonJLevesque]

The item in the teams, is the item in the list. they are not separate :)

@@JonJLevesque Indeed, but the url is different :) I can get the link to the item on SharePoint but cannot get the same view url inside Teams Tab.

[@guilhermeganzarolli2847]

Does the Microsoft List has to be inside a Sharepoint?

[@JonJLevesque]

it does not!

[@Baldur1005]

How the Microsoft Lists are different from existing SharePoint Lists. To me they look exactly the same? Is was just rebranding?

[@JonJLevesque]

It’s a new skin with some new features.

[@issiewizzie]

@@JonJLevesque the same limitations apply such as threshold issues /lookup limits

[@marvinsaathoff7975]

Hey community: Need a helping hand - How do I get this "consent msg" when email + names are captured 11:41 ? Would be a massive help! Thanks in advance :)

[@ivangutowski-smith5590]

Thanks... but WHYYYY Microsoft - yet another similar thing to the other things you do - SharePoint modern, SharePoint old - so a whole new, fragmented system for people to learn. Ultimately more bugs, confusion and mix of features. Ideally just make one thing that works for everyone

[@BuddhaAfterDark]

that is a lot of emails being shown, hope those where fake! :D

[@JonJLevesque]

Meh, it was years ago now. Not sure it would matter at this point 😂