SharePoint Online - Update items

Use the SharePoint Online - Update items action A tool for building the processes, logic, and direction within workflows. to update items in a list in a specified SharePoint Online site.

Before you start 

Configure the SharePoint Online - Update items action

The steps required to configure the action are given below. The SharePoint Online - Update items action fields and settings table describes all the required and optional configuration fields.

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

  1. Select a Connection.
  2. Note: 

    Only the connections created with the List and libraries authentication method are available in the drop-down list.

    For more information about authentication methods for SharePoint Online connections, see Connectors.

  1. Type a SharePoint site URL and click Retrieve lists.

  2. Example: https://domain.sharepoint.com/sites/hr

    All the lists in the specified site are displayed in the List name drop-down list to select from.

  1. Select the list that contains the items to update in List name. The Add field button is enabled to enter values for the columns/fields of the item. If there are mandatory columns in the list they are displayed to enter a value.
  2. Specify values for the mandatory fields/columns that are displayed.
  3. Select the required Update type.
  4. Add conditions to specify the items to update.

SharePoint Online - Update items action fields and settings

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

Section Field Description Variable types
(unlabeled)

Connection Credentials and other settings required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store.

SharePoint Online connection to use to connect to the list that has the items you want to update.

To refresh the available connections, click Refresh.

(n/a)
Items to update

SharePoint site URL

The URL of the SharePoint Online site that has the list or document library you want to use.

To retrieve the lists for the SharePoint site URL, type the SharePoint site URL and click Retrieve lists.

Example: https://domain.sharepoint.com/sites/hr

Text, Decimal, Integer, Boolean, DateTime, Collection

  List name

The list that contains the items you want to update.

The lists and document libraries within the site specified in SharePoint site URL are displayed in the drop-down list.

When List name is selected the Add fields button is displayed to add fields and values for the items you are updating.

Text, Decimal, Integer, Boolean, DateTime, Collection
  Add fields

(Displayed only when a List name is selected.)

Displays selections to select and add columns (fields) that you want to update. Add the fields and specify the values for the added fields.

The selected columns of the items you want to update will be updated with these values.

The values you enter must meet SharePoint Online formatting requirements for the related column type. See, Valid values for added fields, by column type.

varies
  Update type

Select the Update type to specify what items to update:

  • Root level but ignore folders: Update items only in the root level of the list.
  • Root level and include folders: Update items at root level and items in folders.
  • All levels but ignore folders: Update items in all levels but ignore sub folders.
  • All levels and folders: Update items in all levels and all folders.
(n/a)
Conditions Add conditions/Edit conditions

Add conditions to select the items to update. Only the items returned from the query are updated.

Note: For conditions involving columns with multiple values, you need to create conditions for each available value and select And or Or options accordingly.

Displays the condition builder to define new conditions or edit existing conditions.

  • Add conditions - Displayed when there are no existing conditions specified for the action.

  • Edit conditions - Displayed when there are existing conditions set for the action. You can edit the conditions.

The Condition builder supports nested conditions, enabling you to create conditions within another condition.

(n/a)
Condition builder When

Displays the items from the Column field of the selected list.

Note: 

The following columns are not supported in the Condition builder:

  • Calculated

  • Hyperlink

  • Managed Metadata

  • Multiple lines of text

Text, Decimal, Integer, Boolean, DateTime, Collection
  Operator

How the item from the When drop-down and Value are compared. Select from the drop-down.

The operators available in the drop-down depend on the data type of the item selected from the When drop-down.

(n/a)
  Value

The value you are expecting in the column (field) specified for When.

The data type of Value must match the data type of the item selected in the When drop-down.

(varies)
  Add

Adds a new condition. When adding a new condition you have to select the level of the condition.

Select Nested condition to nest the new condition within the condition above it.

(n/a)
  And/Or

The connecting operator to use for the conditions. If you select:

And: The workflow starts when the item that is added matches all the conditions.

Or: The workflow starts when the item that is added matches any one of the conditions.

(n/a)
  Edit

Displays the following options menu for a condition. The following options are available:

  • Promote: Promotes the condition to a higher level. Promote option is shown if the condition is nested within another condition and allows you to move it to a higher level.

  • Demote: Demotes the condition to a lower level. If you demote a condition it is moved to a lower level making it nested within the condition immediately above it.

  • Delete: Deletes the selected condition.

(n/a)
Output Result

Store the result of the action in an object with the following variables:

  • All items updated: Boolean variable to store the result of the action. Returns Yes if all of the specified items are updated successfully. Returns No, even if one update fails.
  • Updated item ID(s): Collection variable to store the item ID(s) of the updated items.
  • Updated item URL(s): Collection variable to store the URLs of the updated items.
Object A variable that groups several related variables of any type into a hierarchical structure. Objects can contain other Objects.