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I am using SharePoint 2013

I have 2 lists

List 1 There are many fields but the important ones for this question are

Employee (Person Picker) Department (Choice Menu) Division (Choice Menu) Sub Division (Choice Menu)

List 2 (has only the following fields)

Employee (Person Picker) Department (Choice Menu) Division (Choice Menu) Sub Division (Choice Menu)

I want to put in place a workflow that looks for the the matching employee on list 2 and fills in Department, Division and Sub Division on List 1.

However the Department, Division and Sub Division fields on List 1 must be set to cannot be blank - so therefore the workflow must start to work when the Employee field has been filled in on List 1 and not when the record has been saved.

Is this possible?

Thanks

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1 Answer 1

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Yes.

This is possible using SharePoint designer workflow.

  1. Create/set required columns in your list 1.
  2. Add workflow to list 1 on item created/changed.
  3. Add IF condition in workflow to check if the employee exist in list 2 or not.
  4. If employee is not in list 2 then add new item to list.
  5. If employee exist in list 2 then update the item from list 2(Make sure your employee field is unique).
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  • Hi Thanks for the Answer. Will this work when the user instantly fills in the Employee field on List 1 or when the user Saves the record after completing all the fields in list 1?
    – Halifaxman
    Commented Mar 4, 2019 at 10:22
  • Workflow will run after you create a new item in list or edit existing item in list. In both cases after you you fills all the fields on form of list 1 and submits the form by clicking on Save button.
    – Ganesh Sanap - MVP
    Commented Mar 4, 2019 at 12:15

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