Add/update list item

This rule lets you add or update items in SharePoint lists based on data in the form.

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Add a list item

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Title

The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.

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Rule condition(s)

The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form.

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Rule actions

• Add/update item: select add item to add a new item to an existing list. See further down this page for how to update item.
• Use app permissions: select this option if you want a user to update a list they don’t have permissions for. This grants the user “FlowForma app level” permissions for the list.
• Select list: click lists and select the list you want to add new items to.

• List URL defined in a question: use this option if you have several lists with identical columns and want the user to select which list to update from the form. Select one of the lists in the select list field (this lets you map list columns to questions in the flow), then select the question the user will use to choose the list to update.

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Mapping

In this area you map information from form questions to fields in the selected SharePoint list. When the rule executes, the value from the specified question is added to the mapped list field.

• Value: a drop-down of all the questions in the flow; select the question to map to the SharePoint list.
• List field: a drop-down of all the columns in the selected list; select the column to map the value to.

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Output mappings

When the rule executes, an item ID is generated. You can map this to a question in the flow.

• Set current form question: a drop-down of all the questions in the flow.
• From selected item: contains the list item ID.

• Stop execution: if stop execution is enabled and this rule is executed, no other rules are executed.
• Enabled: rules aren’t saved to a list like questions and steps are, so if you want to stop a rule executing without deleting it, toggle this option to enable or disable the rule.
• Enable audit: if checked, a record is added to the audit trail when this rule is executed. This option is available when the Compliance feature pack is activated.

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Update a list item

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Title

The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.

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Rule condition(s)

The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form.

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Rule actions

• Add/update item: select update item to update an item in an existing list. See further up this page for how to add item.
• Update lookup/list item: define a filter to identify the item to update. If you select list item, you can select the list, set a list filter, and specify the mapping. If you select lookup, you can select the lookup and specify the mapping.
• Select list: click lists and select the list where the item to update is located.
• Use recursive query: update a list item in a subfolder.
• Filter by folder: filter down to a specific subfolder by pasting or selecting a question that contains the URL to that folder.
• List items limit: sets a numeric cap on how many items the query returns. The value must be between 1 and 5000.
• List field: a drop-down of all the fields in the SharePoint list; select the field to filter by. If you have more than one filtering condition, select And or Or to specify whether all conditions or only specific ones must be met.
• Action: the comparison operator to apply, for example Equals, Contains, Greater than, or Is blank.

• Value: a drop-down of all the questions in the flow to compare against the selected list field.
• Lookup: a drop-down of all the lookup questions in the flow.

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Mapping

In this area you map information from form questions to fields in the selected SharePoint list. When the rule executes, the value from the specified question is added to the mapped list field.

• Value: a drop-down of all the questions in the flow; select the question to map to the list.
• List field: a drop-down of all the columns of the selected list; select the column to map the value to.

• Stop execution: if stop execution is enabled and this rule is executed, no other rules are executed.
• Enabled: rules aren’t saved to a list like questions and steps are, so if you want to stop a rule executing without deleting it, toggle this option to enable or disable the rule.
• Enable audit: if checked, a record is added to the audit trail when this rule is executed. This option is available when the Compliance feature pack is activated.