How To Rename SharePoint Lists And Update Items Using Power Automate And PowerShell

Are you struggling with SharePoint list management and looking for efficient ways to rename lists and update items? Whether you're a SharePoint administrator, power user, or developer, understanding how to effectively manage SharePoint lists is crucial for maintaining organized and functional SharePoint environments.

Understanding SharePoint List Management

SharePoint lists are powerful tools for organizing and managing data within your organization. Once a list is created, you may need to update its settings, modify fields (columns), or update list items to keep your information current and relevant. This article will guide you through various methods to rename SharePoint lists and update list items using different approaches.

How to Rename SharePoint Lists

Using the Built-in SharePoint Interface

If you're looking to change the display name of a SharePoint list, the process is straightforward. Simply go to your SharePoint list and double-click on the list name (located at the left-hand side below the list command bar). This action will open a popup window where you can edit the list name directly. This method is ideal for quick, one-time changes when you need to update the display name of your list.

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Through List Settings

For more comprehensive list management, you can access the list or library settings page. Click on "List name, description and navigation" link under General Settings. On this page, you can update the title of the list, modify the description, and adjust navigation settings. This approach gives you more control over your list's metadata and how it appears within your SharePoint site structure.

Using Power Automate

You can build a simple Power Automate flow for one-time tasks, such as renaming SharePoint lists. Power Automate provides a visual, no-code approach to automating SharePoint tasks. To rename SharePoint list(s) using Power Automate, you would typically use the "Update list properties" action or similar actions that allow you to modify list metadata.

Using PowerShell (PnP)

PnP PowerShell provides efficient commands to update a SharePoint list. This method is particularly useful for administrators and developers who need to perform bulk operations or automate list management tasks across multiple sites. With PnP PowerShell, you can script complex list management operations and integrate them into your broader SharePoint administration workflows.

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Updating SharePoint List Items

Using Power Automate

Power Automate offers robust capabilities for updating SharePoint list items. You can use the "Update list item" action to change one or more item fields in a list within the current SharePoint site. This action is particularly useful when you need to update specific fields based on certain conditions or triggers.

For updating items in different SharePoint sites or external systems, you can use the Office 365 "Update items" action. This flexibility allows you to create comprehensive workflows that span multiple SharePoint environments or integrate with other Microsoft 365 services.

Understanding Update Types

When updating SharePoint list items, it's important to understand the different update types available:

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• Update: Sets field values and creates a new version if versioning is enabled
• SystemUpdate: Updates fields without creating a new version
• UpdateOverwriteVersion: Updates fields and overwrites the current version

Specifying the correct update type ensures that your list item modifications behave as expected within your version control and workflow processes.

Considerations for Column Renaming

If you find yourself needing to modify column names, there are several important considerations to keep in mind. Yes, you can change the display name of a SharePoint list without breaking the associated Power Apps and Power Automate flows since they reference the internal name. However, when renaming columns, you should be aware that:

1. The internal name remains unchanged even when you modify the display name
2. Power Apps and Power Automate flows reference the internal name, not the display name
3. Custom scripts or third-party applications might reference the internal name
4. Calculated columns that reference the renamed column may need to be updated

Best Practices for SharePoint List Management

When managing SharePoint lists, whether renaming them or updating items, consider the following best practices:

1. Plan your changes: Before making any modifications, understand the impact on existing workflows, integrations, and user access
2. Test in a development environment: Always test list modifications in a non-production environment first
3. Communicate with stakeholders: Inform users and administrators about upcoming changes to lists and columns
4. Document your changes: Maintain documentation of list structures, column names, and any modifications made
5. Use appropriate tools: Choose between the SharePoint interface, Power Automate, or PowerShell based on the complexity and scale of your task

Conclusion

Effective SharePoint list management is essential for maintaining organized and efficient SharePoint environments. Whether you need to rename lists using the built-in interface, Power Automate, or PowerShell, or update list items with various update types, understanding these tools and techniques will help you manage your SharePoint data more effectively.

Remember that while display names can be easily changed without affecting existing integrations, internal names remain constant and are what truly matter for system integrations. Always test your changes thoroughly and communicate with stakeholders to ensure smooth transitions when modifying SharePoint lists and their structures.

By mastering these SharePoint list management techniques, you'll be better equipped to maintain clean, organized, and functional SharePoint environments that serve your organization's needs effectively.