Have a column pull criteria from two columns and display specific value

Question

My goal is to have a calculated/or lookup column to display the company number if two columns contain certain information. I do not have access to PowerApps, Microsoft Forms, SharePoint Designer, limited use for Microsoft Access. I do have Microsoft Flow.

What I have is a flow that populates: when a file is uploaded to this document library, the file properties change according to the file name. See screenshot.

I do have lists with State Abbreviations, legal entity names, and entity numbers as shown below.

• State abbreviations list only has a title column with all 50 state abbreviations.
• US Entity States list has the company number listed in the title and a "State" lookup column that is linked to the first list.
• US Entities has a list of all of the (full) legal names of the company as the title, and the company code as a single line of text next to it.

I am trying to use these lists (or possibly edit/create another one if need be) that can help me auto-populate a column in a SharePoint library. For example, if a document is tagged as state "MO" and Nicknamed "Rec", then get the company number for Montana Real Estate, Co. which is 426 as shown below. I added the company number manually, but I would like this to auto-populate.

I understand I have to somehow show the relationship between "MO" and "Rec" = company 426, but I am not sure how to do so.

This is the flow I currently use to fill in the State and Company "Nickname" columns:

Thanks in advance!

Answer 1

I went through your list structures and flow. And without changing your list structure, I have just added 2 actions in your flow and got the ALMOST desired result.

As per your structure, the US Entity (column which stores the company code in the document library) is a lookup column to US Entities list. And, Company Code in the US Entities list. But in SharePoint you cannot display a lookup column of a lookup column in the a list or library. I mean, you cannot show Company Code in your document library directly if your US Entity column is a lookup to US Entities list.

You can show the Title "Montana Real Estate, Co." instead of Company Code which will be a link to that item in the US Entities list. Please check the screenshots below.

Detailed actions:

State/Title - here State is internal name of the column in the US Entity States list. So replace with your column's internal name. Follow this for the below action as well.

Expression used is as shown below:

first(body('Get_items_US_Entity_States')?['value'])?['State']['Id']

Here, In my case the lookup column in the document library is US Entity Title (in your case it is Company Code). So while updating the value of that column in the Power Automate (MS Flow), I have used the below expression.

first(body('Get_items_US_Entities')?['value'])?['Id']

The library data will look like this

Hope it helps. Please let me know if this solution is fine or you want the Company code to be displayed and linked to the US Entities list. There is a workaround for that but without really creating a lookup field in the library. Please up-vote and mark as answer if it helped.

Answer 2

I assume the file name is always in the format of US Abbreviations_Company nickname name_etc. We shall be able to pick up the two piece of string in Flow.

In the US entity states list, is there a column showing the nickname of the company which will be used in the uploaded file name? If now it will be a bit hard as we have no clue to connect Rec to Montana Real Estate. If we have it, things will not be too tough.

First we try to split the uploaded file name into MO and Rec and save them in two variables, then update the State column with MO. Use Rec to query the US entity states list and find corresponding Full name of company and the company code, and update the last two column in your library.

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