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Created a flow for a Visitors sign form which also sends a teams message.

I've got this pretty much finished. My my flow links to a form that visitors fill out. One of the fields is for the 'sponsor' (the person who is being visited). Part of my flow involves the output of that field which is then searched though our O365 directory and then sends an automated message to that person letting them know that their visitor is here. It also dumps everything into a spreadsheet on sharepoint.

This all works great. My problem is when my visitors go to check out. Instead of having them fill out the entire form all over again, I just give them 2 fields to fill out, their name, and their badge number (so they don't forget to return it!). This is where my issue occurs. The Sponsor field is still processed in the backgroud and since it is blank, O365 still searches for that returned blank value. As a result, everyone in the company gets a teams message saying that the visitor has checked out. For the time being I have put the 'Sponsor' field back in the form. But I'd really like to figure that part out. I started looking at expressions but I havn't the slightest of clues. Capture.PNG

Super User III
Super User III

Re: Created a flow for a Visitors sign form which also sends a teams message.


I might approach this a little differently.  First, I suspect that you'll eventually run into issues with Excel relating to file locks.  I suggest storing the data in a SharePoint list instead.  Include a column in the SharePoint list for sponsor, a column for their status - either checked in or checked out and a column for badge number and populate all of those columns and create a list item when a visitor checks in.

When the user goes to check out, use a SharePoint Get items action with an Filter query\OData filter.  The filter will limit the items returned to a single record.

The filter might look something like this:

BadgeNumber eq '[select badge number from dynamic properties]' and Status eq 'Checked in'


Once you retrieve this record, you reference the sponsor column and send emails, etc as appropriate.


If you choose to stay with Excel and you have previously written the data for this visit to Excel when the user checked in including the Sponsor, you can use a filter query here as well:



If you need an example, please let me know.




If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.


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