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How to Update One SharePoint Item from Two Forms in Power Automate

Adam Davis Sep 27, 2026 869 views

Question details

The user needs to connect two separate forms to a single SharePoint list item and automatically send an email containing the combined submission data.

How to Update One SharePoint Item from Two Forms Using Power Automate

Product: Power Automate / SharePoint
Device & OS: not provided
Scenario: Automating data collection from multiple form submissions into a single, unified SharePoint record without duplicating entries.
Observed behavior: The current flow sends an email for every item in the list rather than just the updated item, because it retrieves all records instead of targeting the specific item ID.

Before you start

Ensure you have active connections to both SharePoint and Microsoft Forms in your Power Automate environment, and have the exact SharePoint List URL ready.

Solution 1Recommended

Link Forms Using a Specific SharePoint Item ID

Pass the Unique Item ID generated by the first form's flow to ensure the second form updates the exact same SharePoint record.

To update a single SharePoint record from two different forms, you need two separate Power Automate flows. The first flow creates the item and generates a unique ID, which must be passed to the second flow so it knows exactly which record to update.

Create the Initial Item

Build the first flow to trigger when the first form is submitted. Add the 'Create item' SharePoint action to generate a new row in your list.

Pass the Item Identifier

At the end of the first flow, use the 'Send an email' action to provide the second user with the newly created SharePoint Item ID or an update-form link containing the ID.

Update the Specific Item

In your second flow (triggered by the second form), add the 'Update item' SharePoint action. In the 'Id' field, use the identifier captured from the first form submission.

Send the Consolidated Email

After the 'Update item' action completes successfully, add a 'Send an email (V2)' action to distribute the finalized information from both forms.

Link Forms Using a Specific SharePoint Item ID

Avoid Unfiltered Actions: Do not use the 'Get items' action without an OData filter query. Doing so will retrieve every item in your list and trigger an email for all of them instead of just the updated record.

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Manage Your Exported SharePoint Data with WPS Office

If you frequently export SharePoint lists to spreadsheets or need a reliable, lightweight suite for documentation, WPS Office is the perfect free alternative. It offers high compatibility with Microsoft formats and a familiar interface.

1. Download and Install: Visit the official WPS website to download the free WPS Office suite for your operating system.
2. Export Your List: From your SharePoint list view, click 'Export' and choose 'Export to Excel' to save your data locally.
3. Open with WPS Spreadsheet: Double-click the downloaded .xlsx file to open it directly in WPS Spreadsheet for seamless formatting and data analysis.

Seamlessly open, edit, and save Microsoft Excel (.xlsx) files exported from SharePoint lists.All-in-one free suite with Writer, Presentation, Spreadsheet, and PDF tools.Lightweight architecture that runs smoothly on Windows, Mac, and Linux.Familiar user interface requiring zero learning curve for new users.

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Frequently Asked Questions

Why does my Power Automate flow send an email for every item in the list?

This happens if you use the 'Get items' (plural) action without applying an OData filter query, which tells Power Automate to fetch the entire list. To fix this, use the 'Get item' (singular) action and provide the specific Item ID.

How do I pass the SharePoint item ID from the first form to the second form?

You can send an automated email to the second user at the end of the first flow. This email can include a customized URL linking to the second Microsoft Form that appends the unique Item ID as a URL parameter.

Can I merge two Microsoft Forms directly without using a SharePoint list?

Power Automate requires a central database or repository, such as a SharePoint list, Dataverse table, or an Excel file, to store the initial data. This allows the second form to locate and append data to the established record.

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