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The Get List Data rule lets you use information stored in SharePoint lists to populate questions in your forms. Get List Data rule configuration

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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

  • Select list: using the Lists button, a tree view of your SharePoint site collection appears for you to select the relevant list.
  • List URL defined in a question: lets the user select the list URL defined in a form question.
  • Available offline: caches list items to the mobile device so the rule can run while offline.
  • Use filtering: limit the selections available to users, for example, filter on “Employee ID” to access only the relevant employee’s information.
  • Filter by folder: you can interact with document libraries with this rule. Filter down to a specific subfolder by selecting a question that contains the URL, or by pasting the URL to that folder.
  • Map repeating table: map a repeating table to your list to bring back multiple rows of information; select the repeating table you want to return the information to.
  • Mapping type: when mapping to a repeating table, choose whether the returned rows are appended to the table’s existing rows or overwrite them.
This rule is not compatible with Multiple File Upload questions.

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Mappings

Using mappings, you map questions in your form to columns in your list. Use the plus icon to add rows if you want to map multiple questions/columns.
  • Target question: select the question you want to populate with information from your list.
  • List field: select the relevant column in your list for the selected question.
  • 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.