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How to Compare SharePoint Lists and Populate a Yes/No Column

Maira Mehtab Oct 23, 2026 868 views

Question details

The user wants to compare values across two SharePoint lists and update a specific column in the first list with a Yes or No based on whether a match is found.

How to Compare SharePoint Lists and Populate a Yes/No Column

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Automating data validation or cross-referencing between two SharePoint lists.
Observed behavior: A flow needs to be established to check for matching identifiers in List B whenever an item in List A is created or modified, outputting a Yes or No result.

Before you start

Ensure you have the necessary permissions to create and edit Power Automate flows, as well as read/write access to both SharePoint lists involved in the comparison.

Solution 1Recommended

Use Power Automate to Compare Lists and Update the Column

Create an automated cloud flow in Power Automate that triggers upon list item creation or modification, fetches matching items, and updates the Yes/No column accordingly.

By setting up an automated workflow, Power Automate can instantly check a secondary list whenever a new entry is created or modified in your primary list, saving you from doing manual cross-referencing.

Set up the trigger

In Power Automate, create an automated cloud flow. Choose the SharePoint trigger 'When an item is created or modified' and connect it to your primary list (List A).

Get matching items from the second list

Add a 'Get items' action for your secondary list (List B). Use an OData Filter Query to match the unique identifier from List A with the corresponding column in List B (for example: Title eq '@{triggerOutputs()?['body/Title']}').

Determine the match and update the item

Add a 'Condition' to check if the length of the returned items from List B is greater than 0. If Yes, use the 'Update item' action on List A to set your Yes/No column to 'Yes'. If No, set it to 'No'.

Use Power Automate to Compare Lists and Update the Column

OData Filter Performance: Using an OData filter query in the 'Get items' action is highly recommended over a 'Filter array' action, as it delegates the filtering to SharePoint and prevents pulling large amounts of unnecessary data into your flow.

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Analyze and Compare Exported SharePoint Data in WPS Office

While Power Automate handles automated workflows between SharePoint lists, you can seamlessly analyze and manage exported SharePoint list data using WPS Spreadsheet. WPS Office provides a free, lightweight, and highly compatible alternative to Microsoft Office for all your document needs.

1. Export SharePoint List: In SharePoint, click 'Export to Excel' or 'Export to CSV' to download your list data.
2. Open in WPS Spreadsheet: Launch WPS Office and open the downloaded spreadsheet to view your SharePoint data.
3. Compare Using Formulas: Use the VLOOKUP or IF functions in WPS Spreadsheet to manually compare the two lists and populate your Yes/No column locally.

100% compatible with Microsoft Excel (.xlsx) and CSV formats exported from SharePoint.Advanced built-in formulas like VLOOKUP and XLOOKUP for manual list comparison and data analysis.Free to use with a familiar, easy-to-navigate tabbed user interface.Lightweight installation that runs smoothly on Windows, Mac, and Linux.

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Frequently Asked Questions

Can I use 'Filter Array' instead of an OData query in Power Automate?

Yes, you can use the 'Filter Array' action to compare data. However, OData queries in the 'Get items' action are generally preferred for better performance, as they filter data at the SharePoint level before it is sent to Power Automate.

Why isn't my Yes/No column updating in SharePoint?

Ensure your 'Update item' action has the correct Item ID mapped from the trigger action. Also, verify that the flow's connection has appropriate edit permissions for the SharePoint list.

How do I avoid an infinite loop when updating the same list that triggers the flow?

To prevent infinite loops, configure Trigger Conditions in the flow's settings so it only runs if the Yes/No column is empty or if specific core columns are changed, rather than triggering on the Yes/No column update itself.

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