How To Link Two Sharepoint Lists

Linking two Sharepoint lists allows you to streamline data management and improve collaboration within your organization. By establishing a connection between the lists, you can simplify work processes and enhance productivity.

In this article, we will explore different methods to link Sharepoint lists, with a focus on using flows and SharePoint Designer. These powerful tools offer efficient ways to connect and synchronize data between multiple lists.

Using flows, you can automate the process of updating columns in one list with values from another list. This eliminates the need for manual data entry and ensures data consistency across different lists. The joined list created by flows can also serve as a reliable data source for queries, views, and reports, enabling you to gain valuable insights from your linked lists.

Alternatively, SharePoint Designer provides a convenient option for joining two Sharepoint lists based on a common column name. By creating this join, you can easily access and display data from both lists in one view. This not only saves time but also allows for better data visibility and analysis.

Whether you choose to use flows or SharePoint Designer, linking Sharepoint lists offers numerous benefits for your organization. Collaboration becomes seamless, work processes become more efficient, and data management becomes more streamlined. Unlock the full potential of Sharepoint lists by establishing connections between them and take your organization’s productivity to new heights.

Using Flows to Link Sharepoint Lists

Flows offer a convenient way to automate the process of updating columns in one Sharepoint list with values from another, creating a seamless data management experience. By establishing a connection between the two lists, you can ensure that changes made in one list are automatically reflected in the other, eliminating the need for manual updates.

To begin linking Sharepoint lists using flows, you first need to create a flow using Microsoft Power Automate. Within the flow, you can specify the triggers and actions that determine how data is passed between the lists. For example, you can set the flow to activate whenever a new item is added to one list, and then update corresponding columns in the other list with the relevant data.

Flows also allow you to specify conditions and apply filters to determine which items should be updated in the destination list. This level of control ensures that only the necessary information is transferred, maintaining data accuracy and efficiency. Additionally, flows can be scheduled to run at specific intervals, automating the process even further.

Example: Updating Columns in a Sharepoint List

“With the use of flows, you can effortlessly update columns in a Sharepoint list with values from another list. For instance, imagine you have a list for tracking sales leads and another for managing customer contacts. By linking these two lists with a flow, you can automatically update the contact information in the sales leads list whenever a change is made to the corresponding contact in the customer contacts list. This ensures that your sales team always has the most up-to-date information at their fingertips, without the need for manual data entry.”

Benefits of using Flows to link Sharepoint lists:
1. Automation – Eliminates the need for manual updates and ensures data consistency across lists.
2. Efficiency – Saves time and reduces the chances of errors that may occur with manual data entry.
3. Accuracy – By automating the process, data accuracy is maintained, avoiding discrepancies.

By leveraging flows to link Sharepoint lists, organizations can streamline their work processes, enhance collaboration, and improve data management. The ability to automate the updating of columns and transfer data between lists simplifies tasks and eliminates the risk of outdated or inconsistent information. This empowers organizations to make informed decisions based on accurate and up-to-date data, ultimately driving productivity and efficiency.

Linking SharePoint Lists with SharePoint Designer

SharePoint Designer provides a powerful tool to create a join between SharePoint lists, enabling efficient data retrieval and display from multiple sources. By utilizing SharePoint Designer, organizations can easily link two lists based on a common column name, allowing for seamless integration of data.

To start, open SharePoint Designer and navigate to the site where the lists are located. Once in SharePoint Designer, select the option to “Open Site” and choose the desired SharePoint site. After opening the site, click on the “Lists and Libraries” tab to view all the lists available.

Locate the lists that you want to link and select one of them. From the ribbon menu, click on the “List Settings” option and then choose “Join” from the left-hand side navigation. In the “Join” settings, select the second list that you want to link and specify the common column between the two lists.

Once the join is created, SharePoint Designer will generate a joined list that combines the data from both lists. This joined list can then be used as a data source for queries, views, and reports. It provides a single view where you can access and display data from both lists, simplifying data management and improving productivity in your organization.

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