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

Get Files properties only in an Apply to Each loop

I am grabbing a list of libraries and using that list as input for an "apply to each" loop that uses "get files (Properties Only)" , and filtering for old modified dates,  I want to email the associates who last modified the file to update the file.

But it seems like I lose all the metadata and properties as dynamic content when my "get files (Properties Only)" is in a loop.

 If someone could help me pull out data using expressions or tell me a better way to iterate through multiple files in multiple libraries it would be appreciated.

 

Apply2Each.png

1 ACCEPTED SOLUTION

Accepted Solutions

No problems, @Caspar_Rubin !

 

If you think about this slightly differently, @JustWorking, you could take the thought process that there's very likely going to be less users involved in modifying more documents than there are going to be as many users as there are documents.

 

So it stands to reason you'd actually economise here if you only sent a single email to each user.

 

So, alongside the Select that I intimated previously, you could have a parralel Select task that makes a list  of purely users' emails. Then run your Apply to each loop on that (you just union the parallel Select) which then sends an email to each user that has modified many files in many locations.

 

This way, each user would only get one email or Teams message which means less harrasment on their end. Plus, in later versions of this flow, you could even have it ask them if a particular file can just be deleted or archived. This would then handle that for you, too. 👍

 

Anyway, I'll try to draw up a rough idea of how that would look for you, but ... yeah ... I think the more that you play with it, the more you'll figure out is possible here.

 

EDIT

 

Here's a look at something that I cobbled together on this, folks (to make the 'Map' field one box, tap the little 'T' icon to its right )

00 - Full Flow.jpg

That union() in the 'Select an output from previous steps' field is:

union(
	body('Select_emails'), 
	body('Select_emails')
)

View solution in original post

10 REPLIES 10
Caspar_Rubin
Solution Sage
Solution Sage

Hey, 

 

not sure if I understand correctly but what if you try to use a string or array variable.

 

A variable is basically a container to store data in during loops so you don't lose it. You can then access all that gathered data after the loop is finished to, for example, send out and e-mail.

 

Basically you create a new variable (initialize variable action) at the top level. It's empty at the start but every loop it does inside the "apply to each" action, you add dynamic values to it (append to string (or array) variable action.

 

This is an example flow. I get all the titles from all the files in a library into a single string, separated by comma:

 

Caspar_Rubin_0-1659470276300.png

 

Above flow outputs this in the compose: All titles separated by commas.

 

Caspar_Rubin_1-1659470292997.png

 

does this help?

 

cheers

 

Somewhat,  I have say 20 SharePoint document libraries with hundreds of documents each.   I want to in one flow to search all the libraries, for all files that haven't been modified in xx days, email the address associated with the file.   But if I  use an  "apply to each" loop to iterate through the records for the "get files (properties only)" step.  I can't use dynamic content to pull out the file's information I need.   So I am getting output with all the file information.  But can't access it.   I need dynamic content like below.   If I am to email each associate that their file needs updating, I need access to file name, modified, modified by, email address..   In other words I have the needed information but I can't utilize it for the next step.

 

 

This is just pulled from a test flow, to generate these screenshots.   There is normally a ton of information you can pull using "get files (Properties only)",  but not if it is embedded in a 'apply to each loop"

 

GetfileOpt.png

 

 

 

 

Caspar_Rubin
Solution Sage
Solution Sage

I understand. For that, you'd have to manually get that information using expressions.

 

So instead of using dynamic content, you need to use expressions like this:

 

outputs('Get_files_(properties_only)')?['body/value'][0]['Modified']
 
So for example, I use the first compose to output me the dynamic value body. (This step is just to get the right values for building the expressions, you don't need it in the actual flow)
 
this:
Caspar_Rubin_3-1659474354705.png

 

results in:

 
Caspar_Rubin_2-1659474191226.png

 

Note, some loops will fail, that's fine. You can either ignore that or implement a condition to skip empty files, libraries and stuff like that.

 

Once the flow ran, I can then check the values in body by pressing on the "Show raw outputs" link. It opens a window to the right with all the data you can get. I then search for (for example) "Modified" and build my expression, depending on where the value is.
 
In this case: outputs('Get_files_(properties_only)')?['body/value'][0]['Modified'] gives me the Modified date of the looped file.

Caspar_Rubin_1-1659474082386.png

 

 

cheers

 

edit: added a screenshot

First, let me say thanks.  For you to take the time to send all that information, it is appreciated.   I will do some testing today.

eliotcole
Super User
Super User

Hi, @JustWorking, if you place a select item directly after that Get files you can create a more accessible array of data.

 

See this example below, you can see that I've made my own fields, and selected what is important to me:

deletable8.jpg

To get the email address of a user you want to call the Editor/Email key and that will give that information.

 

Then you can filter accordingly.

 

Also give some thought to filtering your 'Get files...' request. 👍

Caspar_Rubin
Solution Sage
Solution Sage

I didn't know this @eliotcole , thank you so much!

No problems, @Caspar_Rubin !

 

If you think about this slightly differently, @JustWorking, you could take the thought process that there's very likely going to be less users involved in modifying more documents than there are going to be as many users as there are documents.

 

So it stands to reason you'd actually economise here if you only sent a single email to each user.

 

So, alongside the Select that I intimated previously, you could have a parralel Select task that makes a list  of purely users' emails. Then run your Apply to each loop on that (you just union the parallel Select) which then sends an email to each user that has modified many files in many locations.

 

This way, each user would only get one email or Teams message which means less harrasment on their end. Plus, in later versions of this flow, you could even have it ask them if a particular file can just be deleted or archived. This would then handle that for you, too. 👍

 

Anyway, I'll try to draw up a rough idea of how that would look for you, but ... yeah ... I think the more that you play with it, the more you'll figure out is possible here.

 

EDIT

 

Here's a look at something that I cobbled together on this, folks (to make the 'Map' field one box, tap the little 'T' icon to its right )

00 - Full Flow.jpg

That union() in the 'Select an output from previous steps' field is:

union(
	body('Select_emails'), 
	body('Select_emails')
)

I like the idea of building variables.  But the only options I have when I use the "select" is "output".    Remember the "get files (properties only)"  is embedded in a "apply to each" loop.   This is a nested loop  because I have multiple libraries and that seems to impact the output coming from the "select" as well as the "get file (properties only)".

 

variableoutput.png

This all looks OK, @JustWorking ... I'm not seeing the problem here, sorry ...

I'm struggling with the filter array.    It doesn't seem to want let me select a dynamic content from the "Select Data" step.     It also wants to put it in a apply to each loop automatically when I try and filter the array because it sees it as an array.   Possibly I'm missing something.  I know it's been a while but any help would be apprciated.

 

 

JustWorking_0-1664301004600.png

 

Helpful resources

Announcements

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January 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 follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 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, giving (and receiving!) kudos, and consistently 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, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   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  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (4,240)