This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Reclaim working hours when updating records by automating this process using the Update SharePoint lists records bot.
Use case example: You need to update existing records in SharePoint every time you hire a new employee. By using the Update SharePoint list records bot, you don’t have to remember to manually find and update the respective record, because the bot will do it automatically as soon as the new employee signs a package of documents.
How to set up
When the bot works by default:
The Update SharePoint list records bot activates once the documents are completed by recipients specified in the step after which this bot was added.
To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.
Then, select Bot from the list.
Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.
Connection settings:
To connect the bot to your SharePoint account, click Connect in the Connection settings section.
Note: Make sure that the account you’re connecting has sufficient editing rights and is a member of the site you’re going to work with. With read-only permissions, SharePoint records cannot be modified.
Then, select the SharePoint account you need to connect. You can also connect a new account by clicking Add connection. You’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to account.
Once connected, proceed to the next section.
Action settings:
In the Select objects and map fields section, indicate the SharePoint destination where the updated data will be transferred.
First, select the SharePoint site where the record you intend to update is located.
Second, select the time zone you need to make sure that dates in your documents and SharePoint records match.
Finally, select the SharePoint list where the new record will be created.
If you need to update a related record, indicate the path to the related list in the base list menu. Click the plus icon and select the related list you need from the dropdown. Related lists can be located on different hierarchical levels. To add a new level, click the plus icon near the previous level list.
Next, indicate the data that must be transferred from the completed document fields to the record fields by mapping them. Select document fields and link them to the record fields that should contain the updated values from the document. To map more fields, click the Map another field button and repeat the process.
Note: When you’re updating data in a related list, you have options to only update a related list or the entire relation (base list + related list(s)). For the first case, only map the related list. For the second, map all lists you need to update.
Click Continue to proceed with the settings.
In the Select starting record section, set up a lookup for the bot to identify the record to update. There are three options for how you can do it.
1) Select Start from SharePoint, and the bot will use the SharePoint record ID sent by the integration app.
2) Go to the Find a record tab. Select the entity type from the dropdown and its field that matches the identifying field in the document.
Then, indicate the value for the identifying field. You can enter your custom value or click Data variable to select an identifier from the document fields. Use the document field containing unique information that is unlikely to change, such as account number, company name, SSN, or EIN. Alternatively, as an identifier, use information about the recipient, time, template, or document.
Add as many identifiers as you need by clicking Add search condition.
3) Use both options by selecting the Both tab.
If you have more than one search field, select ‘match conditions’ for the bot and define whether all search conditions must match or any of them.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.