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thomasw1964
Helper III
Helper III

Creating Recurrence flow for updating column based on number of days

 

  • In the flow, add a condition to check the "Start Date" field:

    • If the "Start Date" is within the first 30 days, set a variable to "Phase1."
    • If the "Start Date" is over 30 days but within 365 days, set the variable to "Phase2."
    • If the "Start Date" is over 365 days, set the variable to "Phase3."
  • Update the SharePoint item's phase column with the value stored in the variable.

  • I have been trying different stuff all day with Conditional Formatting , but then learned it won't automatically update
  • I am lost on the logic here in Powerautomate

thomasw1964_1-1695755953697.png

 

 

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
wskinnermctc
Super User
Super User

You need to use the field in the Get Items that says Filter Query. Use that to only get items less than or equal 30 days and the phase column does not equal "Phase1".

This way it only gets items that need the Phase1 updated.

 

Look at this link Microsoft Learn In Depth Get Items that explains how the filter query is used in Get Items.

 

To just update the Phase1 items it will look something like this below and use the filter query:

 

StartDate le 'addDays(utcNow(),30)' and PhaseColumn ne 'Phase1'

 

The Get Items looks like below with the filter query above.

Get Items with StartDate less or equals 30 days and Phase Column does not equal Phase1Get Items with StartDate less or equals 30 days and Phase Column does not equal Phase1

 

Then after the update less than 30 day items. You can add another get items that is filtered by between 30 and 365 days. So this will only update the Phase2 items.

The Get Items will use the Filter Query:

 

(StartDate gt 'addDays(utcNow(),30)' and StartDate lt 'addDays(utcNow(),365)') and PhaseColumn ne 'Phase2'

 

In the flow it will look like this below:

Get Items between 30 days and 365 days and update with Phase2Get Items between 30 days and 365 days and update with Phase2

 

After the Phase2 you can add another Get Items that will only update items greater than 365 days and need to be changed to Phase3.

StartDate gt 'addDays(utcNow(),365)' and PhaseColumn ne 'Phase3'

It will look like this below

Get Items greater than 365 days and PhaseColumn not equal to 'Phase3'Get Items greater than 365 days and PhaseColumn not equal to 'Phase3'

 

So basically you have 3 different Get Items that will only get the items within a date range and update them if they have not already had the phase updated.

 

Please review Microsoft Learn In-Depth Get Items that has a great example to reference.

View solution in original post

35 REPLIES 35
wskinnermctc
Super User
Super User

How many rows/items do you expect to be in this sharepoint list? 

 

Your plan is not complicated, but it will be doing a lot of duplicate update if you don't do some additional checks. 


For example if you have 30 Items with a StartDate in 30 days.

  • The schedule flow runs today and updates all 30 items to Phase1
  • Tomorrow the schedule flow runs and updates all 30 items to Phase1
  • Thursday the schedule flow runs and updates all 30 items to Phase1

That is a lot of wasted data updating. Also your items will look like they were modified everyday.

FLMike
Multi Super User
Multi Super User

Hello

 

Inside your Apply to Each

1. Create a Compose. Rename it to Get Days

Add this expression, remembering to replace where I have Your Date Column

This calculates the days between today and your date column.

 

int(split(dateDifference(formatDateTime(utcNow(), 'MM-dd-yyyy'), formatDateTime(items()?['Your Date Column']), 'MM-dd-yyyy')),'.')[0])

NOTE: If your Date Column is a String then do this instead
int(split(dateDifference(formatDateTime(utcNow(), 'MM-dd-yyyy'), formatDateTime(DateValue(items()?['Your Date Column'])), 'MM-dd-yyyy')),'.')[0])

 

 

2. Create a second Compose. Rename it to Set Phase

 

 

if(lessOrEquals(outputs('Get_Days'), 30), 'Phase 1', 
   if(and(greaterOrEquals(outputs('Get_Days'), 31),lessOrEquals(outputs('Get_Days'), 365)), 'Phase 2', 'Phase 3')
)

 

 

 

Now the Output of Compose two will be Phase 1 or 2 or 3.

 

But as @wskinnermctc  says you could be updating a lot.

 


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey 

wskinnermctc
Super User
Super User

You need to use the field in the Get Items that says Filter Query. Use that to only get items less than or equal 30 days and the phase column does not equal "Phase1".

This way it only gets items that need the Phase1 updated.

 

Look at this link Microsoft Learn In Depth Get Items that explains how the filter query is used in Get Items.

 

To just update the Phase1 items it will look something like this below and use the filter query:

 

StartDate le 'addDays(utcNow(),30)' and PhaseColumn ne 'Phase1'

 

The Get Items looks like below with the filter query above.

Get Items with StartDate less or equals 30 days and Phase Column does not equal Phase1Get Items with StartDate less or equals 30 days and Phase Column does not equal Phase1

 

Then after the update less than 30 day items. You can add another get items that is filtered by between 30 and 365 days. So this will only update the Phase2 items.

The Get Items will use the Filter Query:

 

(StartDate gt 'addDays(utcNow(),30)' and StartDate lt 'addDays(utcNow(),365)') and PhaseColumn ne 'Phase2'

 

In the flow it will look like this below:

Get Items between 30 days and 365 days and update with Phase2Get Items between 30 days and 365 days and update with Phase2

 

After the Phase2 you can add another Get Items that will only update items greater than 365 days and need to be changed to Phase3.

StartDate gt 'addDays(utcNow(),365)' and PhaseColumn ne 'Phase3'

It will look like this below

Get Items greater than 365 days and PhaseColumn not equal to 'Phase3'Get Items greater than 365 days and PhaseColumn not equal to 'Phase3'

 

So basically you have 3 different Get Items that will only get the items within a date range and update them if they have not already had the phase updated.

 

Please review Microsoft Learn In-Depth Get Items that has a great example to reference.

thomasw1964
Helper III
Helper III

Thank you guys for the assistance,Ii will be trying tomorrow and update this thread , again thanks!

 

Kinda burned out for the day today

This has me the closest but the output on the list came back as

if(lessOrEquals(outputs('Get_Days'), 30), 'Phase 1', if(and(greaterOrEquals(outputs('Get_Days'), 31),lessOrEquals(outputs('Get_Days'), 365)), 'Phase 2', 'Phase 3'))

 

When I use any expression like output() or triggeredoutput() against the output of compose2 the flow fails

I tried many different ways to add the filtering always get a failure on the filtering

thomasw1964_0-1695811911675.png

 

Trying these expressions next

 

concat(slice(outputs('Compose_2'),

add(nthIndexOf(outputs('Compose_2'), ' ', 12), 2),

nthIndexOf(outputs('Compose_2'), ' ', 13)),

substring(outputs('Compose_2'),

add(nthIndexOf(outputs('Compose_2'), ' ', 8), 2), 1))

I see what this did ... ugh it made everyone phase1

Interesting, I did 2 Get Items , the first one checks for Phase1, this allowed me to grab the Dynamic in the second for the Start Date column and do start date le addDays(), 30 and that still fails. I also realized that I need to add client status of Active, as we won't care about updating inactive clients ... we only ever have 160 clients max so I don't think it will be a lot of updating if I filter down to just Active status

thomasw1964
Helper III
Helper III

Think know why my filters are failing , seems you cannot filter on choice columns or conditional columns

Hi,

 

I don't understand what you mean you cannot use the out put from the second Compose. It would have to be how you are using, not that you cannot use it, works fine for me.

 

Helps to share exactly what you did, not just say it didnt work. Pictures of the flow etc.

Your ask was to make it say Phase 1 or Phase 2 or Phase 3, thats exactly what I provided. What choice are you referring too, you didn't mention that before.

 

And yes you can filter on choices. Is it multiselect, single etc?

 

If you wanted something other than provided, please add details and re-write the ask.


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

thomasw1964
Helper III
Helper III

I started with recurrence, added a get items(no filter for testing), created an apply to each, inside of that  I created the 2 compose  the 2 compose and followed up with an Update Item.

PA1.JPGPA2.JPGPA3.JPGPA4.JPGPA5.JPG

@thomasw1964 you need to make it look exactly like the pictures and be sure to include the single ' quotes around the addDays expression. (The only difference should be the column names if you have a different name.)

 

You also need to be sure you are using the correct SharePoint column name within the filter query. Please look at this post about SharePoint Column InternalName and see how to determine what should be used within the filter query. Your column name might be Start_x0020_Date or maybe Start_Date depending on how you initially named it.

 

I really believe the example I showed with the three separate Get Items will be the easiest approach. It only requires that you get the Filter Query working. It uses very basic steps.

 

Please read more about the Get Items and Filter Query here.

HI,

 

It's because you pasted them in as string, and not expressions.

 

Also its Get Days, not Get days for the name, the spelling matters when referencing another Action.

 

Also is this a String or a Choice field? 


Cheers
If you like my answer, please Mark it as Resolved, and give it a thumbs up, so it can help others
Thank You
Michael Gernaey MCT | MCSE | MCP | Self-Contractor| Ex-Microsoft
https://gernaeysoftware.com
LinkedIn: https://www.linkedin.com/in/michaelgernaey

@wskinnermctc 

I don't disagree that what you provided works. But if he adds more phases, he will have to keep repeating and adding more sections of the same loop, but with a different filter, versus only updating a single If expression.

 

 

 

 

@FLMike I'm trying to take into account that they don't know how to even write an expression; more less keep updating a complicated one.

If they can figure out how to use a Filter Query first, it can help with making better flows long term or any adjustments. It also simplifies any following steps since all they will have to do is select the choice option in the Update Item step.

 

There should not be an issue with having multiple Get Items if they are only getting the items that needs to be edited. What is less data usage long term? Getting 160 items and updating all of them everyday. Or 3 separate Get Items which may return none, or a couple of items to update?

 

I try to show users what I would do if it was my flow or at least very similar. I would not use an expression with nested if functions that have hard coded references. I don't believe that it is transparent or easily recognized.

 

Plenty of times you can find flows that are difficult to update or correct because so much of the action is happening in some frankenstein expression the last IT person cobbled together just to get the job done. You or I may be able to get in and better recognize issues, but newer users likely won't.

 

IT likes to set things up with the result of if it works, it works. I don't think that is helpful for guiding new users and long term success.

 

Either way, OP seems to be following your example. Hopefully they can figure out how to write the expression.

int(split(dateDifference(formatDateTime(utcNow(), 'MM-dd-yyyy'), formatDateTime(items()?['Your Date Column']), 'MM-dd-yyyy')),'.')[0])

 

This will error when the utcNow() date is the same as the StartDate because there will not be a period '.' in the output. 

You are correct in the fact I am just not getting the expression writing, we will never have more than the 3 phases. But just trying examples of writing the first part of the expression fails for me

 

I have gone back and taken your corrections to my filtering and was missing the '' around the addTime function, I then setup the update item and it ran successfully , but did not put Phase1 in the Phase column

 

I apologize for the lack of knowledge , I've been working with Sharepoint,PowerApps , and Powerautomate for about a month now.. So far I've done OK I think ..Get stuck and eventually get stuff working

 

I changed the filter to look for the ActiveClient eq 'Active'

thomasw1964_0-1695827459506.png

 

I am assuming my issue now is I do not know how to pass Phase1 back to the Phase column

 

thomasw1964_1-1695827525211.png

Thank you for the help so far though I now understand how to write the filters

ClientStatus is filtering, and that would be a good thing as we will only ever have 160 max , we could have a lot more client records for this to look at by going by the phases as we have a pretty good turn over rate on clients not making it through the first 30 days

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Welcome to our March Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to subscribe to News & Announcements in your community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date with all the news from across Microsoft Power Platform and beyond.    COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, kudos, and providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzAgniusMattJimisonragavanrajanLaurensMfernandosilvafernandosilvaLucas001Rajkumar_404wskinnermctccpaytonHaressh2728timlNived_NambiarcapuanodaniloMariamPaulachanJmanriqueriosUshaJyothi20inzil2kvip01PstorkVictorIvanidzejsrandhawarenatoromaodpoggemannmichael0808deeksha15795prufachEddieEgrantjenkinsExpiscornovusdeeksha15795SpongYeRhiassuringdeeksha15795apangelesM_Ali_SZ365ManishSolankiSanju1jamesmuller   LATEST NEWS Business Applications Launch Event - Virtual - 10th April 2024 Registration is still open for the Microsoft Business Applications Launch event which kicks off at 9am PST on Wednesday 10th April 2024. Join Microsoft product leaders and engineers for an in-depth look at the latest news and AI capabilities in Power Platform and Dynamics 365, featuring the likes of Charles Lamanna, Sangya Singh, Julie Strauss, Donald Kossmann, Lori Lamkin, Georg Glantschnig, Mala Anand, Jeff Comstock, and Mike Morton.   If you'd like to learn about the latest advances in AI and how #MicrosoftCopilot can help you streamline your processes, click the image below to register today!     Power Apps LIVE Copilot Coffee Chat - 9.30am 3rd April 2024 Be sure to check out our exclusive LIVE community event, "Power Apps Copilot Coffee Chat with Copilot Studio Product Team", which kicks off next week.   This is a unique opportunity to connect and converse with members of the Copilot Studio product team to learn more about their plans and insights into upcoming features. Click the image below to learn how to gain access!     Get Started with AI Prompts - Friday 29th March 2024 Join April Dunnam, Gomolemo Mohapi, and the team as they launch a new multi-week video series on our YouTube channelto show how you can power up your AI experience with Power Automate.   Here you'll discover how to create custom AI Prompts to use in your Power Platform solutions, with the premier available to view at 9am on Friday 29th March 2024. Click the image below to get notified when the video goes live!     UPCOMING EVENTS North American Collab Summit - Texas - 9-11th April 2024 It's not long now until the #NACollabSummit, which takes place at the Irving Convention Center in Texas on April 11-13th 2024. This amazing event will see business leaders, IT pros, developers, and end users, come together to learn how the latest Microsoft technologies can power teamwork, engagement, communication, and organizational effectiveness.   This is a great opportunity to learn from some amazing speakers and shining lights across #WomenInTech, with guests including the likes of Liz Sundet, Cathy Dew, Rebecka Isaksson, Isabelle Van Campenhoudt, Theresa Lubelski, Shari L. Oswald, Emily Mancini,Katerina Chernevskaya, Sharon Weaver, Sandy Ussia, Geetha Sivasailam, and many more.   Click the image below to find out more about this great event!   Dynamic Minds Conference - Slovenia - 27-29th May 2024 The DynamicsMinds Conference is almost upon us, taking place on 27-29th May at the Grand Hotel Bernardin in Slovenia. With over 150 sessions and 170 speakers, there's sure to be something for everyone across this awesome three-day event. There's an amazing array of speakers, including Dona Sarkar, Georg Glantschnig, Elena Baeva, Chris Huntingford, Lisa Crosbie, Ilya Fainberg, Keith Whatling, Malin Martnes, Mark Smith, Rachel Profitt, Renato Fajdiga, Shannon Mullins, Steve Mordue, Tricia Sinclair, Tommy Skaue, Victor Dantas, Sara Lagerquist, and many more.   Click the image below to meet more of the #MicrosoftCommunity in Slovenia to learn, mingle, and share your amazing ideas!     European Power Platform Conference - Belgium - 11-13th June It's time to make a note in your diary for the third European Power Platform Conference, which takes place at the SQUARE-BRUSSELS CONVENTION CENTRE on 11-13th June in Belgium.   This event brings together the Microsoft Community from across the world for three invaluable days of in-person learning, connection, and inspiration. There's a wide array of expert speakers across #MPPC24, including the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Laura Graham-Brown, Lilian Stenholt Thomsen, Lindsay Shelton, Lisa Crosbie, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more.   Click the image below to find out more and register for what is sure to be a jam-packed event in beautiful Brussels!     For more events, click the image below to visit the Community Days website.   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages

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