Efficient Bulk Record Updating in SharePoint with Power Automate

In a detailed tutorial, Jonathan Silva explains how to perform bulk updates of records in a SharePoint list using Power Automate. He focuses on a scenario involving updates based on a specific person or group column. Jonathan outlines two distinct methods for accomplishing this task, highlighting the pros and cons of each approach.

Two Methods for Bulk Record Updating

1. Manual Trigger Method:
   • Step-by-Step Process:
     • Start with a manual trigger.
     • Use 'Get Items' to retrieve all items from the SharePoint list.
     • Apply a 'Filter Array' to narrow down the records by the 'Employee Name' column.
     • Loop over filtered records with 'Apply to Each'.
     • Utilize 'Parse JSON' data operation to extract values for record updates.
     • Update items with new employee names.
   • Considerations:
     • This method involves several steps and might be less efficient for very large lists.
     • A warning may appear suggesting the use of a limiting parameter or filter query for better performance.
2. OData Filter Query Method:
   • Streamlined Process:
     • Begin with the same 'Get Items' action.
     • Use an OData filter query in the 'Advanced parameters' to directly target specific records.
     • Choose fields like title or email in the filter query for precision.
     • Apply the 'Apply to Each' loop for updating the filtered records.
   • Advantages:
     • More efficient and cleaner than the manual trigger method.
     • Eliminates the performance warning encountered in the first method.
     • Ideal for handling larger lists with less processing time.

Practical Application

Jonathan demonstrates each method using a SharePoint list with an 'Employee Name' column. He shows how to update records for employees who have left the organization or need reassignment. The tutorial includes specific examples like changing records from 'Matt Peterson' to 'Alison Gonzales' or 'Austin'.

Key Takeaways

• Use Case Specificity: Choose the method based on the size of your list and specific requirements.
• Efficiency: The OData filter query method is recommended for larger lists due to its streamlined process.
• Flexibility: Power Automate offers multiple ways to achieve a task, and understanding these options can optimize your workflow.

Conclusion

Jonathan Silva's guide provides insightful methods for using Power Automate for bulk updates in SharePoint. Whether dealing with small or large lists, these methods enhance efficiency and accuracy. The OData filter query method, in particular, offers a more efficient approach for larger datasets.

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