SharePoint Document Issues

How to Find the First SharePoint List Item Using a Custom Order

Maira Mehtab Sep 28, 2026 869 views

Question details

The user needs to identify the first person or item in a manually arranged SharePoint list for formatting purposes or to trigger automated notifications.

Product: Microsoft SharePoint Online
Device & OS: not provided
Scenario: Sorting list items manually and trying to extract the topmost item to trigger a Power Automate workflow.
Observed behavior: SharePoint Online does not offer a built-in feature or metadata property to reliably capture a manually arranged visual order as a custom ranking.

Before you start

Ensure you have Edit or Full Control permissions on the SharePoint list so you can add new columns and modify the list view settings.

Solution 1Recommended

Use a Numeric Order Column and Power Automate

Since SharePoint does not recognize manual visual sorting as a reliable data ranking, adding a dedicated numeric column provides a structured way to identify the first item.

SharePoint's drag-and-drop manual ordering only alters the visual layout in the browser. To logically identify the first item in Power Automate or for custom formatting, you must explicitly define the order using metadata.

Add a Numeric Column

Navigate to your SharePoint list, click 'Add column', select 'Number', and name the column 'CustomOrder'.

Assign Order Values

Edit your list items and assign sequential numeric values (e.g., 1, 2, 3) to establish your exact desired ranking.

Update the List View

Click on your current view name at the top right, select 'Edit current view', and set the 'Sort' option to sort by 'CustomOrder' in ascending sequence.

Query with Power Automate

In your Power Automate flow, use the 'Get items' action for this list. Under advanced options, set the 'Order By' field to 'CustomOrder asc' and set 'Top Count' to 1 to fetch only the first item in your sequence.

Community Support: For highly specialized automated workflows or complex custom development, consider seeking advice in the official Microsoft Power Automate or SharePoint Development communities.

Free Microsoft Office alternative

Boost Your Document Productivity with WPS Office

While SharePoint and Power Automate handle complex lists and online workflows, WPS Office is the perfect lightweight desktop companion for handling your daily documentation. Seamlessly open, edit, and collaborate on Office files without the heavy subscription costs.

1. Download the Installer: Visit the official WPS Office website and download the free version for your operating system.
2. Quick Installation: Run the setup file and follow the on-screen instructions to install the lightweight suite in seconds.
3. Edit Your Documents: Launch WPS Office and instantly open any existing Microsoft Office document to begin editing.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Lightweight application that opens large spreadsheets and documents instantly.Built-in PDF editing tools for secure and easy document management.Free to use with a familiar, user-friendly interface that requires zero learning curve.

Frequently Asked Questions

Can I use the default SharePoint ID column to find the first item?

Yes, but only if your list is strictly chronological. You can sort by the default 'ID' column in ascending order to find the oldest item created, but this approach will not reflect any manual rearrangements or custom rankings.

Why doesn't Power Automate recognize my manual drag-and-drop order?

SharePoint's manual drag-and-drop ordering is solely an interface feature that affects the visual presentation in your browser. Power Automate relies strictly on backend metadata, such as columns and properties, to query and sort list items.

Is it possible to trigger a notification when the first item changes?

Yes. You can create a scheduled Power Automate flow that periodically checks the SharePoint list, sorts it by your custom numeric column, retrieves the top item, and sends an email notification if the identified item is different from the previous check.

Document & File Issues