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Helper IV
Helper IV

Create new item if it doesn`t exist

My trigger: when I set a toogle to Yes in list A

I want it to create an item in List B at the condition that 1) the toogle in list A is set to Yes 2) this item does not already exist in list B.

My current flow create the item, but 15 times. it adds 15 new line items in List B.

I want to have it create only 1 item.

 

056.JPG057.JPG

2 ACCEPTED SOLUTIONS

Accepted Solutions
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Super User
Super User

Re: Create new item if it doesn`t exist

Hi @Dricc I've had simliar experiences to you where the condition doesn't always pay any attention to the updated variable. So I started to use an expression within my condition instead.

 

The Get Items action returns an array, therefore I can use the length expression to determine how many items have been returned e.g.

 

length(body('Get_items')?['value'])
 
If Get Items returns nothing, then this expression will equate to 0, otherwise it will return the number of items it pulls back. Therefore you could change your condition to be: <Above expression> equal to 0, then it will go and create the item.
 
This approach also makes your Flow more efficient as you're not looping where you don't need to.




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Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

Please see below steps which I created and it is working as expected.

 

First I created two lists. ListA and ListB

 

ListA, I have created one column called 'Open points W' which is a check box (Yes/No) and another text column called UNR.

 

l1.png

 

 

List B, I have created a text column called SRef. SRef value is updated from ListA column UNR when the new item gets created in ListB.

 

l2.png

 

Next step is to build the flow steps:

 

Here our trigger is when ListA item is created or modified.

l3.png

 

Next step is check Open points W is set to 'Yes'

 

l4.png

 

Next we will have flow step Yes and No conditional branches. If it's no we don't have to do anything. So we are not going to add any steps under the No branch. All of the below steps are added under the 'Yes' branch. There are couple of steps here. Here is the preview of the steps. Below I will show the detailed steps.

l5.png

 

So under the above Yes condition the first step is Get Items. Here we need to find whether List B SRef exists by checking SRef equal to UNR. Here I am setting the filter query and top count to 1. Just incase if there are more than one record we don't need to return everything. All we want is whether a record exists or not.

l6.png

Next step is the Compose statement. So here we need to find the record count. As you can see below it's an expression. Copy and past the below expression including double qutoes under the input box.

"length(body('Get_items')?['value'])"

l7.png

Next we need to add another condition to check the record count.

l8.png

Naturally we get another Yes/No flow branch. So for count > 0 we don't have to do anything.  See below.

l9.png

 

Under the No condition we need our final flow step which is create item. Here I am mapping the title and SRef values from ListA. Feel free to change the mapping accordingly.

 

l10.png

 

Let me know how it goes.

 

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

 

Thanks



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34 REPLIES 34
Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

As you mentioned "1) the toogle in list A is set to Yes".  So after create item do you have a flow step to update list A column value set to 'Yes'? 

 

The reason for 15 items created is becuase the get items flow step returns more than one result sets.

 

Check your Get Items flow step and extend the ODATA filter query just to return only one record.

 

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

 

Thanks

 



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Helper IV
Helper IV

Re: Create new item if it doesn`t exist

Thanks for your answer. I don't understand it very well for the moment.

My goal is to create a new item in list B if it doesn`t yet exit in list B.

To answer your question, I have no other steps in my flow than the ones you see on my screenshots. But I have another flow that does update list A column with Yes. I don't know how you found out because I don't see how it is related. Details of this other flow: When a new item is created in list A, Get items from list B (with filter query: a column of my list B eq a column of my list A) and update list A with 'Yes'.

When I use the same filter query in my other flow (the flow I have problems with), it does not fail but does not return any result. and I'm not surprised because I want it to create the new record that it is not finding.

Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

What I meant is extend the ODATA filter query in your get items flow step action. Believe Get Items X4openpoints is your listB. Filter query is more like a where clause and it filters the result sets.

 

https://baddaz.com/filtering-a-list-of-records-in-flow-based-on-todays-date-5a80292b366d

 

https://veenstra.me.uk/2018/11/12/microsoft-flow-filter-queries-in-sharepoint-get-items/

 

If this reply has answered your question or solved your issue, please mark this question as answered. Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

 

Thanks

 

 



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Helper IV
Helper IV

Re: Create new item if it doesn`t exist

Yes, an ODATA filter query in my get item flow step action.

This is the query I tested. But it outputs nothing. which does not surprise me because I know that what I asked him to look for is precisely what I want him to create if it doesn't exist. But at the same time I want him to look for it, so he can find out that it doesn't exist.

acolumnoflistB eq @{triggerBody()?['UIC_x002d_Nr_x002e_']}

Maybe I should use another type of query?

 

Edited: I'm thinking, maybe the 'Apply to each' should be removed?

Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

Thanks for your reply. 

 

Let's break it down this. Could you post a screen shot of your List A and List B. Also specifiy the comparing columns between List A and B.

 

I could try this in my environment and let you know the results.

 

Thanks



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Helper IV
Helper IV

Re: Create new item if it doesn`t exist

Like this?

 

List A:

058.JPG059.JPG

List B:

060.JPG

 

Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

Thanks for the reply.

 

Could you please mention which column you want to compare against from List A and List B?

 

Thanks



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Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

When I modify the column 'Open Points W' of list A by switching to Yes,

I want the flow to create a new item in the 'S...o ref' column of list B if it doesn't yet exit in list B.

This newly created entry should be the 'U...Nr' of the item that I modified.

Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

Sorry to make it clear could you please tell me what columns names you compare with List A and List B?

 

Thanks



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Community Support
Community Support

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

Please try this structure to configure your Flow, based on your current configuration.

  • Initialize a variable to calculate whether there are eligible items.
  • Change the current two condition settings to is not equal to and is equal to.
  • Configure Increment variable action in If yes.
  • Then determine if the variable value is equal to 0. And if it equal to 0, create a new item.
  • Note that you should not use the Dynamic content output from Get items action to configure Create item action.

 

Image reference:

96.PNG97.PNG

 

Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

We're making big progress, @v-bacao-msft !

It creates a new item in list B when it does not exist. excactly how I want it to.

However, when it does exist, it also creates an item, and sometimes two items.

Could you help me further?

 

Maybe worth mentioning:

I don't understand what you say here. I am inserting Dynamic content from When an existing item is modified, not from Get items:

"Note that you should not use the Dynamic content output from Get items action to configure Create item action."

 

Edited: I could also 'enforce unique number' to prevent duplicates in my list, but I'm not sure how the flow will react in this case.

Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

Hello @v-bacao-msft do you have an idea?

Highlighted
Super User
Super User

Re: Create new item if it doesn`t exist

Hi @Dricc I've had simliar experiences to you where the condition doesn't always pay any attention to the updated variable. So I started to use an expression within my condition instead.

 

The Get Items action returns an array, therefore I can use the length expression to determine how many items have been returned e.g.

 

length(body('Get_items')?['value'])
 
If Get Items returns nothing, then this expression will equate to 0, otherwise it will return the number of items it pulls back. Therefore you could change your condition to be: <Above expression> equal to 0, then it will go and create the item.
 
This approach also makes your Flow more efficient as you're not looping where you don't need to.




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Did I answer your question? Please mark my post as a solution!
If you liked my response, please consider giving it a thumbs up. THANKS!


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Community Leader: Black Country PowerApps & Flow User Group

View solution in original post

Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

 
Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

@MattWeston365  see my flow here. Is it what you mean? this flow never creates an item. Condition is never true. Do you know why?

 

075.JPG076.JPG077.JPG

Highlighted
Super User III
Super User III

Re: Create new item if it doesn`t exist

Hi @Dricc ,

 

You could add the first two conditions under 'Filter Query' of 'Get Items' flow step. Then add an if condition to check length(body('Get_items')?['value']) equal to 0 like @MattWeston365  mentioned.

 

Thanks



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Helper IV
Helper IV

Re: Create new item if it doesn`t exist

Thank you @abm  

This doesn't work for two reasons:

I can't make an 'Not equal to' ODATA query

Column 'Open points W' does not exist in my list B where Get item is looking

Highlighted
Helper IV
Helper IV

Re: Create new item if it doesn`t exist

I combined the advice of @v-bacao-msft  and @MattWeston365  here, but without success for the moment. Do you see any problem in my flow?

 

 

078.JPG079.JPG080.JPG081.JPG082.JPG

Highlighted
Super User
Super User

Re: Create new item if it doesn`t exist

Hi @Dricc in the workflow which you were using both the length expression and the Open Point W is equal to true, are they both coming from the same list?

 

If you need some additional help here it might be worth us arranging a Teams call so that we can screen share. It might be easier to help in that way.





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Community Leader: Black Country PowerApps & Flow User Group

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