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RichDBA
Frequent Visitor

Check whether Current User email is found in Multi-select Person Field in List

I'm VERY new to building Flows, but have been a VBA developer for 25 years but I'm struggling with this new object model and language. I am building a flow based on an 'Approval Matrix' SharePoint table which has just a few records to define a handful of Approval Types. For instance:

ApproveMatrix.jpg

When a user wants to submit a request, they would need to select a 'RequestType' (i.e. RUT Commercial) which is actually the 'Title' column,  and enter a 'CreditAmount ' dollar value which then allows me to filter the above list to know who must approve the request from the 'Approvers' field. I believe I have that sorted out. But I'm also trying to validate that the current user is allowed to submit the request in the first place, based on the content of the 'Requestors' field (which is a multi-select field).

 

I need to test whether the current user's email exists in the 'Requestors' field for a given 'RequestType' + 'MaxDollarLimit'.

 

From my research, I understand that this field can't be treated as a text field because it returns a table? And apparently using 'IN' isn't delegable? But I haven't been able to piece this all together to make it work.

 

What I have so far in my test flow is this:

ProblemFlow.jpg

Can anybody help me with the next steps?

 

Many thanks.

 

Rich P 

2 ACCEPTED SOLUTIONS

Accepted Solutions

I set up a manually triggered flow to simulate what I think you are doing. The trigger has two fields to correspond to your request type and the person submitting the item.

David_MA_0-1686592921531.png

In the above, Department represents your request type (the list I will look up the values is very similar to what you show in your screen shot.

 

Once triggered, you will use the get items action to get the item in your list that corresponds to your request type (department for me).  Use a filter query to only items from the list matching the request type selected:

David_MA_1-1686593120113.png

This could return one or more items depending on how you have your list configured. In my list, the title column is set to be unique so there can only be one row with the same name. However, because we are using Get items, Power Automate will think there could be more than one. So you need to put the value from the Get items action into an Apply to each and add a Get item action with the ID returned from the Get items:

David_MA_2-1686593278334.png

Then you will add another Apply to each, which in the Output will be the people field from the Get item action. In my list, this is Level I and your list it is Approvers:

David_MA_3-1686593412228.png

You can then add the condition to check if any of the people in the approver email field equals the created by person email (again, in my example I am using Level I):

David_MA_4-1686593506723.png

On the right side of my condition I have the mail output from a get user profile lookup, which you will not need. I needed to do this since I am manually running the flow. You just need to use the Created by Email address from your trigger action, so your condition would look like:

David_MA_5-1686593604856.png

 

If I run the flow with a valid person in the list it evaluates to true:

David_MA_6-1686593653134.png

 

I hope this makes sense as I know it is rather confusing.

View solution in original post

If you cannot pur the person field in the filter query, you can add a 'filter array' instruction just after the get items. After that, you have to use the data of your filter array in the apply to each

View solution in original post

8 REPLIES 8

I think the easiest thing to do would be to replace the two compose actions in your Apply to each with a condition. The left side of the condition would be the expression in your current Compose 2 action without the join. 

body('Get_items')?[value']?['Requestors']?['Email']

You would check to see if it equals the e-mail address of the Created by person. If it finds a match, do what you want to continue in the Yes side of the condition.

raks
Resolver III
Resolver III

You can try to filter query in your getItems.  By example: Requestors/Email eq varRequestor with operator "and", you can add your others conditions.

After that, you add a condition to test if your getitems return something

length(outputs('Get_items')?['body/value']) is greater than 0

Hi David_MA - 

Thanks for the quick response. As yours was the first response, I've been working on your suggestion but with no success, I'm afraid. I probably don't understand the subtleties of what you are telling me. Here is how I tried to implement your suggestion:

Suggestion1.jpg

 I don't get an error, but the result is False when I believe it should be True

RichDBA_0-1686589896433.png

Can you see what I'm doing wrong?

 

Thanks.

I set up a manually triggered flow to simulate what I think you are doing. The trigger has two fields to correspond to your request type and the person submitting the item.

David_MA_0-1686592921531.png

In the above, Department represents your request type (the list I will look up the values is very similar to what you show in your screen shot.

 

Once triggered, you will use the get items action to get the item in your list that corresponds to your request type (department for me).  Use a filter query to only items from the list matching the request type selected:

David_MA_1-1686593120113.png

This could return one or more items depending on how you have your list configured. In my list, the title column is set to be unique so there can only be one row with the same name. However, because we are using Get items, Power Automate will think there could be more than one. So you need to put the value from the Get items action into an Apply to each and add a Get item action with the ID returned from the Get items:

David_MA_2-1686593278334.png

Then you will add another Apply to each, which in the Output will be the people field from the Get item action. In my list, this is Level I and your list it is Approvers:

David_MA_3-1686593412228.png

You can then add the condition to check if any of the people in the approver email field equals the created by person email (again, in my example I am using Level I):

David_MA_4-1686593506723.png

On the right side of my condition I have the mail output from a get user profile lookup, which you will not need. I needed to do this since I am manually running the flow. You just need to use the Created by Email address from your trigger action, so your condition would look like:

David_MA_5-1686593604856.png

 

If I run the flow with a valid person in the list it evaluates to true:

David_MA_6-1686593653134.png

 

I hope this makes sense as I know it is rather confusing.

raks - 

Thanks for your suggestion. I just tried what I think you are telling me to do, but I got an error. Here is what the Get Items filter query looks like:
(Title eq '@{variables('varReqType')}') and (MaxDollarLimit ge '@{variables('varRequestAmt')}') and (Requestors/Email eq '@{variables('varRequestor')}'). But I'm still getting an error that I don't understand:

One or more field types are not installed properly. Go to the list settings page to delete these fields.
clientRequestId: db65c6cc-8067-4fc7-b2a3-d4a737849826
serviceRequestId: db65c6cc-8067-4fc7-b2a3-d4a737849826

 

The 

 

Dave - Wow...you have really dug into this! Thank you.
I tried what you suggested but still not getting it right. Here is what I have now - 

 
 

Dave2GetItems1.jpg

 

 

Dave2ListSelection.jpg

The new step(s) look like this:

Dave2NewStep.jpg

 

There is no error when I run this, but the output is:

RichDBA_3-1686603360108.png

I think that means that the content of varRequestor <> anything in the 'Requestors' field for the currently filtered row, correct?

Thanks SO much for your effort.

 

Rich P

 

 

If you cannot pur the person field in the filter query, you can add a 'filter array' instruction just after the get items. After that, you have to use the data of your filter array in the apply to each

RichDBA
Frequent Visitor

I finally got a flow that does what I want. You both contributed to the solution, so I'm going to try to accept both as solutions. Not sure if that's possible. Dave_MA clearly spent a lot of time on his response, but I couldn't get it to work on my side. raks approach wasn't as detailed, but ultimately, I did use the Filter Array approach.  My sincere thanks to you both! This is a real departure from my decades of VBA dev!

In case anyone cares, here is how I ended up making this work.

WorkingFlow.jpg

 

I'm sure one of the experts out there could do this in less steps, but I need to get this built out sooner than later. But of course, constructive feedback is always welcome.


Best Regards,
Rich P

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