Filtering two lists based on their lookup ID

[Julien2]

Hello,

I have two SharePoint Lists one represents a list of Reports Items and the other list represents LineItems of the report which means I have a column which is "ReportID" (Lookup) that refers to its related Report in the first list.

List A:

ID           Report 
1            Main Report
2            Report2

List B:

ReportID             LineItems
1                    Sub-Main Report
1                    Sub-Main Report 2
2                    Sub-Main Report 3

The flow triggers when an item is created in List A above, then a delay for 15m (For they have time to add the sub-line items), after that a Get items action for (Line Items).

What I want to achieve is the following:

I want to filter the added LineItems (List B) based on the ID of the related Main report (List A). As a result, the filter array should return the sub-line items related to this report that has been created.

Unfortunately, the body of the filter array returns nothing.

Please have a look at the screenshots below:

Can please someone explains in detail and provide an example to achieve the following?

Any help will be greatly appreciated.
Thank you!

[efialttes]

@Julien2 

My suggestion is... on your Filter Array Condition rule, use 'RecordID Id' instead of 'REportID Value'

Hope this helps

[Julien2]

Hello @efialttes ,

I've modified the filter array as you mentioned, but as a result in the email, it displays only the last item that is related to this particular ID, knowing that there is another line item is related to it.

For example:

Those two are related to 41 Report ID
In the email, as a result, it displays only the last item:

The right result should be to display both items that are related to the ID in list A.

The modification that I did:

The apply to each is iterating through all of the items since the filter array should display the results based on the condition.


Looking forward to your response.
Thanks.

[efialttes]

Hi again!

Well, first problem solved, we are close to a happy ending...

How many items are currently stored on your List B? Mode than 100? By default, 'Get items' gets back 100 items, unless you define a higher value in Top Count input.

You can verify it by adding a dummy 'Compose' action block just after List B 'Get items' and use assign it a length() based expression to inspect nr of items on the response.

Hope this helps

[Julien2]

Hi @efialttes ,

Currently, there are 49 items, later in the future, they will be greater than 100.
I've added inside the compose action the following expression length('Get_items') to check for the number of items and it's returning 9 which is incorrect because the total items inside this list B are 49.

[efialttes]

Hi again!

Did you include an OData Filter in your 'Get items'? THis could explain why you are getting 9 results instead of 49

If this is not the issue... please share a screenshot from your flow design showing 'GEt items' inputs and also which inputs are you assigning to your 'Apply to each' and 'Filter Array' pointing in which cases you are dealing with Lis A and in which cases you are dealing with List B

Thanx!

[Julien2]

Hi @efialttes ,

No, I have not included an OData Filter in the Get items because the apply to each is already returning the total items which are 49 (correct).
Automatically the flow creates the apply to each with the value of the 'Get_items'.Besides, I've mapped the value of 'Get_items' in the "From" of the filter array.

The problem is in the filter array it should return only the line-items that are related to the report from the trigger.

Please have a look at the screenshot below:

Looking forward to your response.
Thank you.

[efialttes]

Hi again!

My suggestion is to add a dummy 'Filter array' before the 'Apply to each' just aftr Get items LineItems', assign as its input 'Get items LineItems' outputs, and define the condition rule as you did it for current 'Filter Array' (the one that is inside the Apply to each'), now after the dummy 'Filter Array' add a dummy 'Compose' action block and assign it a length() based expression to calculate nr of outputs. REexecute flow and inspect new dummy Compose content

Hope this helps

[Julien2]

Hi @efialttes ,

What I did is, I have added an OData Filter Query to the Get Items of List B which is the following:

So now the apply to each is returning the filtered LineItems that I have added so in this example I've added two LineItems and it's returning two which is correct. But inside the HTML table, it's only displaying one item instead of two. It's strange since it should display them both since the variable is an array. (The HTML table is outside the apply to each because I want to map it inside the send an email action to display the result which means for I can select it from the dynamic content)

Please have a look at these screenshots below:

[efialttes · Accepted solution]

Hi!

So, you are not using Lookup column anymore, right? It seems ReportID is now a 'single line of text' column

Now, which input is currently assigned to your 'Create HTML table' action block? It is not 'Get items' output, right? Maybe the input is an array variable, the same variable from 'Set variable' action block currently inside your 'Apply to Each'?

If so, I would suggest to replace 'Set variable' and use 'Append to array variable' instead, but it is difficult to say since I cannot see the details of the action blocks inside the Apply to Each

Hope this helps

[yashag2255]

Hi @Julien2 

What is passed in the Create HTML Table action? Is it the variable that is set in the Apply to each section? If so, instead of setting the value you should use append to string variable or append of array variable, whichever is applicable based on the initialized variable type.

The reason might be that first iteration sets the value and second iteration removes the first value and saves the second one and so you can try using Append to action.

Also, to get more than 100 records at a time, you can increase the "Top Count" value in Get Items action.

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!

[Julien2]

Hi @efialttes ,

No no I am still using the ReportID as a Lookup I didn't change anything in the LineItems List it's called "ReportID" that's why I've put the same name in the OData query. (Actually, using OData query made the apply to each iteration returns the right results)

Finally, the append to array variable made it works as expected.

You've mentioned in a post to increase the top count because the Get items by default returns 100 let's suppose later on it exceeded this number of items what is the maximum number I can use it in the Top count?

Thank you for your support.

[yashag2255]

Hi @Julien2 

I believe you can get items as supported in the list view and that is 5000. I have tested until 3500 items. 

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!

[efialttes]

@Julien2 

No no I am still using the ReportID as a Lookup I didn't change anything in the LineItems List it's called "ReportID" that's why I've put the same name in the OData query. (Actually, using OData query made the apply to each iteration returns the right results)

---

 I never tryed myself targeting a Lookup column in an ODATA expression, now I see it's working for you, it's good to know, thanx for sharing!

---

You've mentioned in a post to increase the top count because the Get items by default returns 100 let's suppose later on it exceeded this number of items what is the maximum number I can use it in the Top count?

---

Top Count current limit is 5,000. All you need to know about how to increase 'Get items' or 'Get files -properties only- Top Count limits over 5,000, in this awesome post

https://alextofan.com/2019/08/22/how-to-get-more-than-5000-item-from-sharepoint-online-in-flow/

Thanx for your kindness!