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Krickner
Helper II
Helper II

Getting List Items that have three column fields in common, and updating those groups

Please forgive the mess that is my flow.  I quit in the middle of the build when I realized it was beyond my capabilities. 

I have a SharePoint list that houses customer order details.  It's important to note that I must group records by PONumber, PartNumber, and DueDate, as that accounts for every data circumstance.  Meaning, that our customers may put multiple part numbers on a single PO, but with different due dates.  To segregate the manufacturing steps, I have to group items this way.

Krickner_0-1702599301267.png


What I'm trying to accomplish:

I need to create a flow that fires off every Saturday and gets my list items, groups all items that have matching "PONumber", "PartNumber", and "DueDate".  With those items grouped, I need the flow to check the "StepStatus" field in each grouped item, and if the entire group has a "StepStatus" of "Complete" I need to update the "OrderStatus" to "Closed" on each group item.

I will paste my best shot at this, and it was a long shot.  Any guidance would be very much appreciated.


Krickner_2-1702599911953.png

Krickner_3-1702600014353.png

Krickner_5-1702600061127.png

Krickner_6-1702600506308.png

The append to array variable:
{
"ItemID": @{items('Apply_to_each')?['ID']},
"PONumber": @{variables('CurrentPONumber')},
"PartNumber": @{variables('CurrentPartNumber')},
"DueDate": @{variables('CurrentDueDate')}
}

The append to array variable 2:
{
"ItemID": @{items('Apply_to_each')?['ID']},
"PONumber": @{variables('CurrentPONumber')},
"PartNumber": @{variables('CurrentPartNumber')},
"DueDate": @{variables('CurrentDueDate')},
"IsNewGroup": true
}

Krickner_7-1702600862871.png

Append to array variable 3
{
"PONumber": @{items('Apply_to_each_3')?['PONumber']},
"PartNumber": @{items('Apply_to_each_3')?['PartNumber']},
"DueDate": @{items('Apply_to_each_3')?['DueDate']},
"Items": [
@{items('Apply_to_each_3')}
]
}

 

Krickner_8-1702601086913.png

Krickner_10-1702601121363.png

 

 

 

 





1 ACCEPTED SOLUTION

Accepted Solutions
creativeopinion
Super User
Super User

@Krickner You definitely don't need to use Arrays. I think you can accomplish this with a more streamlined flow.

 

Concepts covered can be reviewed in a few YT Tutorials I have up:

Get Items from List

Depending on how many items you have in your SP List, I would recommend limiting the Top Count to a smaller number than the total number of items in your list. This will increase the speed of your flow runs. Instead of returning all items in your list—it'll limit the Get Items action to the number entered here.

 

creativeopinion_0-1702610633425.png

 

Get PO Number Groups

Because you want to "group" your items by PO number, you'll need to create an array of unique PO numbers. Tip: Remember to rename your actions as you go to keep things organized!

 

Add a Select action to your flow. Press the icon to switch from key value to map mode.

creativeopinion_2-1702610766795.png

Insert the PO number dynamic content. For my SP list I'm storing the order number in the Title column.

creativeopinion_3-1702610787832.png

Run a test. The Select action will return all the order numbers from your SP list. However, there are duplicate values that you will need to remove.

creativeopinion_4-1702610982309.png

 

Remove Duplicate Values from Array

To create an array of unique values you'll need to use an expression and the union() function. You can reference this YT Short to see a demo of this.

 

Add a Compose action to your flow and insert an expression. Use the union() function. The union() function takes two parameters—two arrays you'd like to combine. The neat thing about this function is if there are duplicate items—it'll remove them!

creativeopinion_5-1702611179340.png

Select the dynamic content tab and insert the output from the Select action above.

creativeopinion_6-1702611250906.png

Add a comma and insert the same output. This expression will combine the output from the select action and get rid of any duplicates. 

creativeopinion_7-1702611281680.png

Run a test. Review the output from the Compose action. You should be left with a unique list of order numbers.

creativeopinion_8-1702611321520.png

Use Scope Actions to Group Actions (optional)

This is optional. I like to use Scope actions to group my actions together. It keeps things organized and also makes it easy to collapse multiple actions with a single click.

creativeopinion_9-1702611407352.png

 

Apply to Each Order

Add an Apply to Each action to your flow. You'll use this to loop through each order. Ensure that you are inserting the outputs from the Compose action—not the select action. Remember that the compose action contains unique orders.

creativeopinion_10-1702611453957.png

Add a Compose action to store the current item being looped through. This is optional—however I find that this can help with troubleshooting.

creativeopinion_11-1702611563195.png

Get All Items for Order

Next, add a Filter Array action. Use this action to get all the items for the current order.

 

In the From field, insert the value dynamic content from the Get Items action. In the first value field—insert the PO number dynamic content from the Get Items action (my order number is stored in the Title column). 

 

Leave the operator as is equal to. In the second value field insert the output from the Compose action above.

creativeopinion_26-1702612838499.png

 

Whenever I use a Filter Array action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

creativeopinion_27-1702612871150.png

 

 

Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.

creativeopinion_28-1702612889458.png

 

 

Run a test. Review the outputs. Compare the outputs against your SP list (keep in mind if you've limited the count... the items returned may not be accurate)

creativeopinion_29-1702612924488.png

 

Filter the Filtered Array

Add another Filter Array action. In the From field, insert the Body from the Filter Array action above. You are going to filter out items with a status of complete. You'll then compare the length of the second filter array to the first to see if all items should be marked closed.

 

creativeopinion_31-1702613344869.png

Refer to this section of a YT Tutorial I uploaded on how to get dynamic content from a Filter Array action. Take a look at the outputs from the first Filter Array action. You'll need to compose an expression to return the dynamic content from a Filter Array action. The dynamic content key is the text in red between the double quotes.

creativeopinion_32-1702613468911.png

Use the item() expression, add a question mark and square brackets between single quotes.

item()?['']

 

In between the single quotes, enter in the dynamic content key. Since the Step Status column is a choice field you need to add a forward slash between StepStatus and Value. Note: You'll need to verify the output of YOUR Filter Array action as the key may be different. Please note that the keys are case sensitive.

creativeopinion_36-1702613801594.png

 

creativeopinion_34-1702613531625.png

Add a Compose action to store the count of items from the Filter Array action. Use the length() function as you did previously.

creativeopinion_35-1702613659229.png

Run a test. Review the outputs. 

 

This is an example where all items in the order are marked complete as the output from the first Filter Array action matches the output from the second Filter Array action. 

creativeopinion_37-1702613931217.png

 

This is an example where the outputs do not match.

creativeopinion_38-1702614002151.png

Again, this is optional but I've grouped the last four actions into a Scope action.

creativeopinion_39-1702614098007.png

 

Condition

Add a Condition action. You'll only want to continue on with the flow if the two Compose action outputs match. Otherwise nothing needs to happen.

 

This is why it's important to name your actions properly—otherwise you won't know which output belongs to which action.

 

In the first value field insert the output from one of the two compose actions that are storing the count from the Filter Array actions. In the second value field, insert the other compose action that is storing the count from the other Filter Array action. 

 

This Condition action will compare the outputs to see if they match.

creativeopinion_40-1702614179055.png

Place the rest of your actions into the YES branch. If you do want something to happen when the numbers don't match, add those actions to the NO branch.

 

Apply to Each Order Item

Add an Apply to Each action. You can actually insert either of the body dynamic content from either of the Filter Array action—since the flow will only continue if all items need to be marked as Closed (aka they meet your criteria).

creativeopinion_41-1702614379358.png

 

Add a Compose action. This is optional as you can insert the expression directly into the Update Item action. However, I prefer to use Compose actions.

 

Insert the item() function. 

creativeopinion_42-1702614520657.png

The dynamic content key for the ID is ID.

creativeopinion_43-1702614545790.png

Run a test if you'd like to confirm the ID's of the items that will be marked as closed. 

 

Update Item

Add an Update Item action to your flow. In the ID field, insert the output from the Compose action storing the ID—or insert the expression directly into this field. Select the Closed order status.

creativeopinion_44-1702614641091.png

Concurrency Control

Since you aren't using any variables in the flow you can turn on the concurrency control which can reduce the time it takes your flow to run. You'll have to turn it on for both Apply to Each actions. This will run multiple instances of the Apply to Each action simultaneously.  

creativeopinion_46-1702614850560.png

 

creativeopinion_47-1702614867230.png

 

creativeopinion_48-1702614992615.png

 

Hope this helps!


If I helped you solve your problem—please mark my post as a solution .
Consider giving me a 👍 if you liked my response!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

View solution in original post

5 REPLIES 5
creativeopinion
Super User
Super User

@Krickner You definitely don't need to use Arrays. I think you can accomplish this with a more streamlined flow.

 

Concepts covered can be reviewed in a few YT Tutorials I have up:

Get Items from List

Depending on how many items you have in your SP List, I would recommend limiting the Top Count to a smaller number than the total number of items in your list. This will increase the speed of your flow runs. Instead of returning all items in your list—it'll limit the Get Items action to the number entered here.

 

creativeopinion_0-1702610633425.png

 

Get PO Number Groups

Because you want to "group" your items by PO number, you'll need to create an array of unique PO numbers. Tip: Remember to rename your actions as you go to keep things organized!

 

Add a Select action to your flow. Press the icon to switch from key value to map mode.

creativeopinion_2-1702610766795.png

Insert the PO number dynamic content. For my SP list I'm storing the order number in the Title column.

creativeopinion_3-1702610787832.png

Run a test. The Select action will return all the order numbers from your SP list. However, there are duplicate values that you will need to remove.

creativeopinion_4-1702610982309.png

 

Remove Duplicate Values from Array

To create an array of unique values you'll need to use an expression and the union() function. You can reference this YT Short to see a demo of this.

 

Add a Compose action to your flow and insert an expression. Use the union() function. The union() function takes two parameters—two arrays you'd like to combine. The neat thing about this function is if there are duplicate items—it'll remove them!

creativeopinion_5-1702611179340.png

Select the dynamic content tab and insert the output from the Select action above.

creativeopinion_6-1702611250906.png

Add a comma and insert the same output. This expression will combine the output from the select action and get rid of any duplicates. 

creativeopinion_7-1702611281680.png

Run a test. Review the output from the Compose action. You should be left with a unique list of order numbers.

creativeopinion_8-1702611321520.png

Use Scope Actions to Group Actions (optional)

This is optional. I like to use Scope actions to group my actions together. It keeps things organized and also makes it easy to collapse multiple actions with a single click.

creativeopinion_9-1702611407352.png

 

Apply to Each Order

Add an Apply to Each action to your flow. You'll use this to loop through each order. Ensure that you are inserting the outputs from the Compose action—not the select action. Remember that the compose action contains unique orders.

creativeopinion_10-1702611453957.png

Add a Compose action to store the current item being looped through. This is optional—however I find that this can help with troubleshooting.

creativeopinion_11-1702611563195.png

Get All Items for Order

Next, add a Filter Array action. Use this action to get all the items for the current order.

 

In the From field, insert the value dynamic content from the Get Items action. In the first value field—insert the PO number dynamic content from the Get Items action (my order number is stored in the Title column). 

 

Leave the operator as is equal to. In the second value field insert the output from the Compose action above.

creativeopinion_26-1702612838499.png

 

Whenever I use a Filter Array action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.

Insert a Compose action. Add an Expression. Use the length() function.

creativeopinion_27-1702612871150.png

 

 

Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.

creativeopinion_28-1702612889458.png

 

 

Run a test. Review the outputs. Compare the outputs against your SP list (keep in mind if you've limited the count... the items returned may not be accurate)

creativeopinion_29-1702612924488.png

 

Filter the Filtered Array

Add another Filter Array action. In the From field, insert the Body from the Filter Array action above. You are going to filter out items with a status of complete. You'll then compare the length of the second filter array to the first to see if all items should be marked closed.

 

creativeopinion_31-1702613344869.png

Refer to this section of a YT Tutorial I uploaded on how to get dynamic content from a Filter Array action. Take a look at the outputs from the first Filter Array action. You'll need to compose an expression to return the dynamic content from a Filter Array action. The dynamic content key is the text in red between the double quotes.

creativeopinion_32-1702613468911.png

Use the item() expression, add a question mark and square brackets between single quotes.

item()?['']

 

In between the single quotes, enter in the dynamic content key. Since the Step Status column is a choice field you need to add a forward slash between StepStatus and Value. Note: You'll need to verify the output of YOUR Filter Array action as the key may be different. Please note that the keys are case sensitive.

creativeopinion_36-1702613801594.png

 

creativeopinion_34-1702613531625.png

Add a Compose action to store the count of items from the Filter Array action. Use the length() function as you did previously.

creativeopinion_35-1702613659229.png

Run a test. Review the outputs. 

 

This is an example where all items in the order are marked complete as the output from the first Filter Array action matches the output from the second Filter Array action. 

creativeopinion_37-1702613931217.png

 

This is an example where the outputs do not match.

creativeopinion_38-1702614002151.png

Again, this is optional but I've grouped the last four actions into a Scope action.

creativeopinion_39-1702614098007.png

 

Condition

Add a Condition action. You'll only want to continue on with the flow if the two Compose action outputs match. Otherwise nothing needs to happen.

 

This is why it's important to name your actions properly—otherwise you won't know which output belongs to which action.

 

In the first value field insert the output from one of the two compose actions that are storing the count from the Filter Array actions. In the second value field, insert the other compose action that is storing the count from the other Filter Array action. 

 

This Condition action will compare the outputs to see if they match.

creativeopinion_40-1702614179055.png

Place the rest of your actions into the YES branch. If you do want something to happen when the numbers don't match, add those actions to the NO branch.

 

Apply to Each Order Item

Add an Apply to Each action. You can actually insert either of the body dynamic content from either of the Filter Array action—since the flow will only continue if all items need to be marked as Closed (aka they meet your criteria).

creativeopinion_41-1702614379358.png

 

Add a Compose action. This is optional as you can insert the expression directly into the Update Item action. However, I prefer to use Compose actions.

 

Insert the item() function. 

creativeopinion_42-1702614520657.png

The dynamic content key for the ID is ID.

creativeopinion_43-1702614545790.png

Run a test if you'd like to confirm the ID's of the items that will be marked as closed. 

 

Update Item

Add an Update Item action to your flow. In the ID field, insert the output from the Compose action storing the ID—or insert the expression directly into this field. Select the Closed order status.

creativeopinion_44-1702614641091.png

Concurrency Control

Since you aren't using any variables in the flow you can turn on the concurrency control which can reduce the time it takes your flow to run. You'll have to turn it on for both Apply to Each actions. This will run multiple instances of the Apply to Each action simultaneously.  

creativeopinion_46-1702614850560.png

 

creativeopinion_47-1702614867230.png

 

creativeopinion_48-1702614992615.png

 

Hope this helps!


If I helped you solve your problem—please mark my post as a solution .
Consider giving me a 👍 if you liked my response!

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok
Krickner
Helper II
Helper II

@creativeopinion everything up to the condition is working perfectly.  What's odd is I can see that the All Count is equal to the Complete count, so I'm uncertain why the condition isn't showing any values.  I want to give a sincere thank you for helping me with this.  I've posted the results I'm getting below:

Krickner_0-1702650391861.png

Krickner_1-1702650499679.png

 

 

 

Krickner
Helper II
Helper II

@creativeopinion , please disregard.  I made an error in the setup of the condition.  It's working like a charm!!! I cannot thank you enough.  Not only have you solved a problem for me, I've learned quite a bit based on the way you process situations such as this.  I wish you the very best.

Krickner
Helper II
Helper II

@creativeopinion enjoy the coffee. It's the least I can do ; )

@Krickner thanks so much! Appreciate it and I'm glad I could help. More importantly..glad I taught you something! 😄

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Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

We have closed kudos on this post at this time. Thank you to everyone who kudo'ed their RSVP--your invitations are coming soon!  Miss the window to RSVP? Don't worry--you can catch the recording of the meeting this week in the Community.  Details coming soon!   *****   It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Blogging in the Community is a Great Way to Start

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Topic: Blogging in the Community Are you new to our Communities and feel like you may know a few things to share, but you're not quite ready to start answering questions in the forums? A great place to start is the Community blog! Whether you've been using Power Platform for awhile, or you're new to the low-code revolution, the Community blog is a place for anyone who can write, has some great insight to share, and is willing to commit to posting regularly! In other words, we want YOU to join the Community blog.    Why should you consider becoming a blog author? Here are just a few great reasons. 🎉   Learn from Each Other: Our community is like a bustling marketplace of ideas. By sharing your experiences and insights, you contribute to a dynamic ecosystem where makers learn from one another. Your unique perspective matters! Collaborate and Innovate: Imagine a virtual brainstorming session where minds collide, ideas spark, and solutions emerge. That’s what our community blog offers—a platform for collaboration and innovation. Together, we can build something extraordinary. Showcase the Power of Low-Code: You know that feeling when you discover a hidden gem? By writing about your experience with your favorite Power Platform tool, you’re shining a spotlight on its capabilities and real-world applications. It’s like saying, “Hey world, check out this amazing tool!” Earn Trust and Credibility: When you share valuable information, you become a trusted resource. Your fellow community members rely on your tips, tricks, and know-how. It’s like being the go-to friend who always has the best recommendations. Empower Others: By contributing to our community blog, you empower others to level up their skills. Whether it’s a nifty workaround, a time-saving hack, or an aha moment, your words have impact. So grab your keyboard, brew your favorite beverage, and start writing! Your insights matter and your voice counts! With every blog shared in the Community, we all do a better job of tackling complex challenges with gusto. 🚀 Welcome aboard, future blog author! ✍️💻🌟 Get started blogging across the Power Platform Communities today! Just follow one of the links below to begin your blogging adventure.   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studio: https://powerusers.microsoft.com/t5/Copilot-Studio-Community-Blog/bg-p/PVACommunityBlog Power Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for the Message Admins button like this on the page's right rail, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!

Launch Event Registration: Redefine What's Possible Using AI

  Join Microsoft product leaders and engineers for an in-depth look at the latest features in Microsoft Dynamics 365 and Microsoft Power Platform. Learn how advances in AI and Microsoft Copilot can help you connect teams, processes, and data, and respond to changing business needs with greater agility. We’ll share insights and demonstrate how 2024 release wave 1 updates and advancements will help you:   Streamline business processes, automate repetitive tasks, and unlock creativity using the power of Copilot and role-specific insights and actions. Unify customer data to optimize customer journeys with generative AI and foster collaboration between sales and marketing teams. Strengthen governance with upgraded tools and features. Accelerate low-code development  using natural language and streamlined tools. Plus, you can get answers to your questions during our live Q&A chat! Don't wait--register today by clicking the image below!      

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