SharePoint Document Issues

How to Automatically Populate a SharePoint Person Field from Another List

Maira Mehtab Sep 20, 2026 868 views

Question details

The user needs to automatically update a Person or Group field in one SharePoint list based on a selection referenced from another SharePoint list.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Automating data entry across SharePoint lists to ensure consistency and save time when assigning roles based on a specific project or show name.
Observed behavior: The goal is to have the Stage Managers field in List A automatically populate with the correct user data from List B whenever a specific Show Name is selected.

Before you start

Ensure you have sufficient permissions to create and edit Power Automate flows in your Microsoft 365 environment, and verify that both List A and List B are fully configured with matching column types.

Solution 1Recommended

Use Power Automate with an OData Filter Query

The most robust method is using a Power Automate flow triggered upon item creation or modification to fetch the reference data and update the destination field.

By setting List A as the main list and List B as the reference list, you can use Power Automate to search List B for the matching record and extract the necessary Person or Group data.

Create a new automated flow

Navigate to Power Automate, create a new flow, and select the trigger 'When an item is created or modified'. Point this trigger to your SharePoint site and select List A.

Retrieve matching items from the reference list

Add a 'Get items' action. Select your SharePoint site and List B. In the advanced options, use an OData filter query (e.g., Title eq '@{triggerOutputs()?['body/ShowName']}') to find the exact Show Name match.

Check if a match was found

Add a 'Condition' control to verify that the 'Get items' action returned a result. You can use an expression like length(outputs('Get_items')?['body/value']) is greater than 0.

Update the Person field in List A

In the 'If yes' branch, add an 'Update item' action for List A. Map the 'Stage Managers' field using the Claims or Email dynamic content retrieved from the List B 'Get items' output.

Mapping Person Fields: When updating a Person or Group field via Power Automate, always map the User Claims or Email address, as mapping just the Display Name will cause the update to fail.

Solution 2

Use a SharePoint Lookup Column with Power Automate

Simplify the matching process by utilizing a built-in SharePoint Lookup column combined with a basic Flow to copy the associated data.

Free Microsoft Office alternative

Looking for a Lightweight Alternative for Document Management?

While Microsoft SharePoint and Power Automate handle complex list automation, WPS Office provides a seamless, lightweight, and completely free alternative for your daily document creation, spreadsheet tracking, and presentation needs. Experience familiar interfaces and high compatibility without the heavy overhead.

1. Download and install: Visit the official WPS website to download and install the free suite on your device.
2. Open existing files: Easily open your existing Microsoft Office documents directly within WPS Office.
3. Edit and save seamlessly: Edit your documents and save them in their native formats to ensure perfect compatibility when sharing.

100% compatibility with Microsoft Word, Excel, and PowerPoint formats.Lightweight installation with a familiar, easy-to-use tabbed interface.Free to download and use for all essential daily office tasks.Built-in PDF editing tools for comprehensive document management.

microsoft office alternative - wps office

Frequently Asked Questions

Why is my Power Automate flow failing to update the Person field?

This typically occurs if you are passing the user's Display Name instead of their unique identifier. Ensure you are mapping the 'Claims' or 'Email' dynamic content from the source list to the destination Person field.

Can I populate multiple people in the Stage Managers field?

Yes, provided the Person or Group field is configured to 'Allow multiple selections' in SharePoint list settings. In Power Automate, you will need to construct an array of claims or emails and append them before applying the update.

Does the OData filter query require special syntax for lookup columns?

Yes. If the 'Show Name' field in your reference list is a lookup column, you must append '/Id' or '/Title' to the internal column name in your OData filter query, such as 'ShowName/Id eq 1'.

Document & File Issues