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.
How the Update SharePoint list records bot works
Automate SharePoint list updates with the altaFlow Update SharePoint list records bot. Instead of manually finding and editing records after each workflow, the bot maps completed document data to SharePoint fields and updates records the moment recipients finish signing.
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 your altaFlow workspace.
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.
Update SharePoint list records bot conditions
Set conditions to trigger the update only when specific criteria are met. Common scenarios include:
Update only on role changes: run the bot only when the "Position" or "Employee tier" field changes — skip document completions that don't affect the record.
Skip inactive employees: add a "Status is not Terminated" condition to prevent updates on records that should stay archived.
Regional filtering: update US-based SharePoint records only when the country field equals "US", route other regions to different bots.
HR approval gate: run the update only when a "Status" field equals "Approved by HR" — prevents draft data from overwriting live SharePoint records.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Update SharePoint list records bot advanced settings
Fine-tune how the bot updates SharePoint records:
Run frequency: choose whether the bot runs once on workflow completion or on every revision. For SharePoint, once on completion is usually recommended to avoid triggering the SharePoint API rate limits with repeated updates.
Failure handling: decide what happens when SharePoint is unreachable or the record lookup fails — retry, skip silently, or stop the workflow. Stop is safest for compliance-critical records.
Document tags: tag documents that triggered a SharePoint update (e.g., "sharepoint-synced") so you can filter and audit which workflow revisions touched your SharePoint data.
Learn more about adjusting Advanced settings in the bot setup glossary.