cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
NotaTechGuy
Frequent Visitor

Delete Items from SharePoint list when not in excel

I have a flow to create and update SharePoint list items based on a rows in an excel table, this works perfectly.  What I am trying to do now is create another flow to delete these SharePoint items when their corresponding row is now longer present in the Excel file.

 

I have tried adapting the example that @v-alzhan-msft suggested in this post Deleting item from specific Sharepoint list upon Master list delete but it deletes everything but the records I am trying to delete.

 

Please, please, please could somebody tell me where I am going wrong..  My example is below 

 

Pic1.pngPic2.png

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hey @NotaTechGuy 

 

So understand it like this: 

 

Get rows from excel and identify a unique column based on which you want to check the SP list. Now create an array variable and populate this array with the unique columns. (List rows from table-> apply to each value-> append to array variable)

 

Now, out of the loop add an action to get items from the SP List. Apply to each SP item, add a conditon and in this check if that array contains the field from the SP list. If it contains, all good and if not, delete that item. 

 

The blog article was just to reference existence of an element in a data source and it can help you in this scenario that you are building. 

 

Hope this Helps!

 

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!

View solution in original post

14 REPLIES 14
yashag2255
Super User
Super User

Hey @NotaTechGuy 

 

In the current flow, you are getting all the items that match the title and then deleting those-> that means delete all the items in sp where the tiel matches the column in excel. 

 

In the filter query, can you try updating eq with ne?

 

Hope this Helps!

 

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!

Hi @yashag2255 ,

 

I changed the filter query to ne and that deleted all records?  Could it be the logic in the condition?  I copied the example 

length(body('Get_items')?['value']) is greater than 0
 
Thanks for helping me out. 
 
 

Hey @NotaTechGuy 

 

I just noticed. We are doing it all wrong. So the List Rows is getting us data from excel and then we are checking for a particular row item in SP list and then deleting the ones if that is not found (so this is bascially deleting all items other than the particular row item not the entire column). 

 

To get rid of this, you need to create another array variable and get all the matching items in that and based on that delete the items from the SP list. You can follow this article here to check the approach of adding the items to an array and then comparing with the list before deleting: https://powerusers.microsoft.com/t5/Microsoft-Flow-Community-Blog/Delete-duplicate-records-items-fro...

 

Hope this helps!

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!

Thanks @yashag2255 , I am trying to adapt your example now.  I cant see how the "test"array gets it's values though..  You reference it in the condition, then append the results?? How does it get the values to check in the condition? As you can see I am a super non technical user, just trying to advance from using multiple versions if an excel file 🙂

 

 

Hey @NotaTechGuy 

 

So understand it like this: 

 

Get rows from excel and identify a unique column based on which you want to check the SP list. Now create an array variable and populate this array with the unique columns. (List rows from table-> apply to each value-> append to array variable)

 

Now, out of the loop add an action to get items from the SP List. Apply to each SP item, add a conditon and in this check if that array contains the field from the SP list. If it contains, all good and if not, delete that item. 

 

The blog article was just to reference existence of an element in a data source and it can help you in this scenario that you are building. 

 

Hope this Helps!

 

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!

GOT IT!  Thank you so much @yashag2255 

 

 

Anonymous
Not applicable

I @yashag2255 yash, I was trying to acheive something really similar. Could you please provide some support on how can this be achieved?

 

Regards

Tyson

Anonymous
Not applicable

@yashag2255 Hi Yash,

 

 

I figured it out! You are a legend!

 

 

Regards

Tyson

Thank you very much for taking the time to post the solution; it works!

Hi @yashag2255 ,

 

I am trying to figure it out but without solution.

 

I wanted to delete the items in Sharepoint once they are deleted in excel.

 

Can you show me please some screenshots?

I am not a good programmer.

I was able to update and create from excel, but I cannot delete the items.

 

Please, I repeat Please, show some screenshots.

 

Thanks in advance.

Matteo.

I would love to see your flow and how you applied it because I think we're trying to accomplish the same thing. 

Anonymous
Not applicable

There are so many people with the same question and there is no concrete answer. 

 

Could someone PLEASE provide a screenshot?

 

My solution is the following but it seems wrong. I think the condition if array contains the "Skill Name" which is my unique identifier is wrong. How am I supposed to capture this condition right?

 

Ilona_Maz_2-1660222314997.png

Ilona_Maz_3-1660222519558.png

Ilona_Maz_4-1660222772720.png

Thank you for any help!

 

Best,

 

Ilona

 

 

 

 

 

 

JulieBird
Helper I
Helper I

I agree, I am trying to do a similar thing with update instead of delete.  But there is no solution above, just someone saying they 'Got it' 😞

Basically, I want to compere an Exell spreadsheet with a SP List every day and if the item in excel exists in SP list (identified by a unique field), then update SP List item, otherwise update the SP item with another default value (this update could be the delete option others are looking for).

But I cannot work out how to comrete the two lists or the conditions to tell it which way to go (PA is very complicated!)

 

Bring back SP Designer Ha!

Hi! I think I may have something that helps, if you haven't already figured out a solution 🙂 I've done everything the same as you (except my Variable is named 'Top Location ID'), but in the last apply to each loop, which is relabeled 'SPItem', I have several additional Composes and a Condition. 

 

The 1st compose is to set up for 2nd compose. The 1st Compose is getting the Top Location ID from my SP List (which is the 'Title' field in the SP List) and then in 2nd compose is looking that the Top Location ID is contained in both the variable from excel and in the SP list. Then, if the output from Compose 2 is true (meaning they're contained both), do nothing; otherwise delete the SP Item. 

 

Hope this helps!

 

elig_0-1682609738703.png

 

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (2,228)