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In this blog post I will show how to use a “button” to “move” an item from one list to another using JSON column formatting. The Create a button to launch a Flow for the selected item JSON code was developed Chris Kent and I have used it to great effect when manual archiving items was required. I am using two copies of the Microsoft Lists Issue Tracker template for my examples. The source list is call “Issue tracker” and the destination list in called “Issue tracker archive”.
Let’s create a simple Flow that will copy the selected row to the destination list. Create a new Flow by clicking “Automate” > “Power Automate” > “See your flows”.
Click “New” > “Instant-from blank”.
Provide a Flow name, I.e. “Issue tracker – Archive”, select the “For a selected item” trigger and click “Create”.
Set the “Site Address” and “List Name” to your source site and list [Issue tracker].
Click “New step”, search for “SharePoint” and select the “Get item” action.
Set the “Site Address” and “List Name” to your source site and list [Issue tracker].
Set “Id” to “ID” from the “For a selected item” trigger.
Click “New step”, search for “SharePoint” and select the “Create item” action.
Set the “Site Address” and “List Name” to your destination site and list [Issue tracker archive]. Set all other fields to the matching fields from the “Get item” action.
Click “New step”, search for “SharePoint” and select the “Delete item” action.
Set the “Site Address” and “List Name” to your source site and list [Issue tracker].
Set “Id” to “ID” from the “Get item” trigger.
My completed Flow looks like the image below.
Save and test your Flow by going to the source list, select a list item, click “Automate” and then click “Issue tracker – Archive”. Click “Run flow”
If all goes well the selected item will be created in the destination list and deleted from the source list.
Let’s add the “button” to the source list by adding a new “Single line of text” column called “Flow”.
Copy the JSON the code from Github.
Format the “Flow” column by clicking “Column settings” and then “Format this column”.
Click “Advanced mode” and paste in the JSON code.
Replace the highlighted Flow ID with the ID with your newly created Flow.
- Clicking “Automate” > “Power Automate” > “See your flows”.
- Click on the “Issue tracker – Archive” Flow.
- Copy the ID from the end of the URL, between “flows/” and “/details”
Click “Save” to save your changes.
Now for the cool part. Click the “It’s Flow Time!” button on your source list item and if you copied the Flow ID correctly your “archive” item will execute.
I like this pattern for deferring items for later use where a business process object transitions from one state to another [i.e. short term vs long term] and business rules are applied differently between states.
Thanks for reading.
NY