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f2
Helper II
Helper II

How to convert SPO list outputs to a specific naming convention

Wondering if anybody could help me wrap my head around the steps I would need to take for this, I'm searching google but I'm not too sure what exactly I should be looking for.

 

1)

A user fills in a SPO list by selecting the choices given and the "status" will change from "info required" to "in progress" for that row. Its at this point the flow runs, I would like to then use this data to update the group tag within Intune via Graph (and eventually other things like primary user, device name etc but I'm currently stuck at the first hurdle).

 

SPO List example:

mem_flow_question.png

This part works ok.

 

2)

Current flow:

mem_flow_question.png

Flow is kicked off based off with the trigger:

@equals(triggerBody()?['Status'],'In Progress')

Here is the "Output" from "Select"

mem_flow_question_output.png

This part also seems to work, although I'm still learning and perhaps there is a better way. Anyway, its at this point I'm stuck. The SPO list has multiple choices for each column and I was hoping to collect the data and abbreviate it for the "GroupTag".

For example, the output for this particular record

Location-DeviceType-UserType-Department-Var-Enviroment

"PLocation-Laptop-Support-Computing-1-Production"

I would like somehow get:

P-LT-SUP-COMP-1-PRD

 

But it could be any of these, I will be adding more departments eventually:

grouptag_examples.JPG

 

How could I build the flow so it will convert the output of this record and future records to match my abbreviations/naming convention above? I hope that all makes sense.

 

Thanks

1 ACCEPTED SOLUTION

Accepted Solutions

Apologies, I think we went a bit too far down a rabbit hole in our previous thread, @f2 .

 

I went so deep because modern SharePoint often commits changes immediately when you edit values or change them in the list. So your flow might run WAY more than it should. Which could cause you problems down the line.

 

Plus, if you intend to place "P-LT-SUP-COMP-1-PRD" into a field on the list, then that's a much larger problem. Because if you run a trigger on anything that is created or modified, then if you modify the list later in that flow you will cause a loop.

 

That would be bad.

 

So unfortunately, I think that your best bet, here, would be to use a tiresome, long, calculated column, in SharePoint.

 

I made a list called choices, and it had two choice columns:

  1. choiceuno
  2. choicedos

 

This was my calculated column:

 

 

=CONCATENATE(
  IF(
    choiceuno="ZOOM",
    "Z",
    IF(
      choiceuno="I'm a 빛",
      "빛",
      IF(
        choiceuno="Hip",
        "H",
        IF(
          choiceuno="Chuck",
          "Ck",
          IF(
            choiceuno="GANJI",
            "GJ",
            ""
          )
        )
      )
    )
  ),
  IF(
    choicedos="",
    "",
    "-"
  ),
  IF(
    choicedos="CL",
    "C",
    IF(
      choicedos="PSY",
      "P",
      IF(
        choicedos="JESSI",
        "J",
        ""
      )
    )
  )
)

 

 

This was a bit painful, but I think now you see what you're up against, if you wish to make another list column with the data.

 

---

 

However, if you wish to use the data elsewhere, then you can do one of two simple things:

  1. Use a simpler, hidden, calculated column for each choice column, which just generates the abbrieviation.
  2. Maintain a separate list for each choice column, and change the choice columns to lookups.

 

The second one is an excellent choice, here. Your users can still choose which option they need to choose, and you can setup a second column to in the SharePoint list which pulls the abbrieviation from the other list.

 

This is a good choice because it allows you more control over adding more options to your choices, without having to get intimate with the main list, plus any further flows/calculations will be unharmed.

 

But the issue with incremental changes to the SharePoint list could still cause you issues here. As if someone updates CLocation, then clicks elsewhere ... then updates GLocation ... that's two changes that get sent to your flow and your other application.

View solution in original post

9 REPLIES 9
eliotcole
Super User
Super User

Why not use a Microsoft Form (or SharePoint / other form) to input to the list?

 

This way the flow trigger can be left as is.

 

All new items will be fully set-up as per what you have already. Then, if an item is modified, you can choose to run a different set of tasks on the item.

 

Alternatively, if you know that they only input once, then just change the trigger to new items only.

f2
Helper II
Helper II

Hi eliotcole!

 

Perhaps I'm over looking MS Forms, I will try explain why I thought using a SPO list would be best and maybe you could correct me if I can achieve a better result using something else like Forms?

 

If I could get this all working I would be adding hundreds of device to this list but only device serial, hardware hash and internal asset tags only. I was going to then suggest another group who will be handing these devices to users at different sites just need to take a laptop off the shelf, look at internal tag, match internal tag in list and fill in the rest (primary user, location etc). I thought by only giving the users a choice it will prevent any errors as its easy to mistype these boring tags manually. Could something similar be doing with MS Forms?

 

You actually reminded me I have created a flow before using a form and was able to use an IF statement to change a radio button from "Staff" to "educationStaff" so I got the right template name in a teams request form:

if(equals(outputs('Get_response_details')?['body/r291e2c40167d48eda60003c09b6cf3dd'],string('Staff')),'educationStaff',if(equals(outputs('Get_response_details')?

 

But I've been unable to find a way to get the "guid" (if thats what its called) from my SPO list, plus with the amount of options I assumed there might be a smarter way to achieve it.

 

Thanks!

I mean, it's up to you, but updating a SharePoint list from the inputs of a Microsoft Form is simplicity, and you won't need help there.

 

So for one off additions from staff it will definitely simplify your business process here.

 

If you're looking to input a lot of data, then I would recommend that you build a one off flow to interpret a given source of data and input it into the list. Obviously sort out your flow, first, mind. 😉

 

f2
Helper II
Helper II

I've been trying to think how a MS Form would work in my instance, would the submitted form overwrite the data that is already there for that record or would it add an additional row? I need to keep the device serial and hardware hash intact so I can then use all the data to update things in Intune.

 

Instead, could I add a 2nd array then somehow match/replace the values found in the 1st array? Something like this:

 

 

 

[
  {
    "Location": "CLocation",
    "Abbreviation": "C-"
  },
  {
    "Location": "GLocation",
    "Abbreviation": "G-"
  },
  {
    "Location": "PLocation",
    "Abbreviation": "P-"
  },
  {
    "Device Type": "Desktop",
    "Abbreviation": "DT-"
  },
  {
    "Device Type": "Laptop",
    "Abbreviation": "LT-"
  },
  {
    "Device Type": "Shared",
    "Abbreviation": "SH-"
  },
  {
    "Device Type": "Kiosk",
    "Abbreviation": "KS-"
  },
  {
    "Device Type": "Phone",
    "Abbreviation": "PH-"
  },
  {
    "Device Type": "Tablet",
    "Abbreviation": "TB-"
  },
  {
    "Device Type": "VM",
    "Abbreviation": "VM-"
  },
  {
    "UserType": "Lecturer",
    "Abbreviation": "LEC-"
  },
  {
    "UserType": "Support",
    "Abbreviation": "SUP-"
  },
  {
    "UserType": "Student",
    "Abbreviation": "STU-"
  },
  {
    "Variation": "1",
    "Abbreviation": "1-"
  },
  {
    "Variation": "2",
    "Abbreviation": "2-"
  },
  {
    "Variation": "3",
    "Abbreviation": "3-"
  },
  {
    "Variation": "4",
    "Abbreviation": "4-"
  },
  {
    "Enviroment": "Production",
    "Abbreviation": "PRD-"
  },
  {
    "Enviroment": "Test",
    "Abbreviation": "TST-"
  },
  {
    "Enviroment": "Canary",
    "Abbreviation": "CAN-"
  },
  {
    "DeviceType": "Desktop",
    "Abbreviation": "DT-"
  },
  {
    "Location": "Laptop",
    "Abbreviation": "LT-"
  },
  {
    "Location": "Shared",
    "Abbreviation": "SH-"
  },
  {
    "DeviceType": "Kiosk",
    "Abbreviation": "KS-"
  },
  {
    "Location": "Phone",
    "Abbreviation": "PH-"
  },
  {
    "Location": "Tablet",
    "Abbreviation": "TB-"
  },
  {
    "Location": "Phone",
    "Abbreviation": "PH-"
  },
  {
    "User Type": "Lecturer",
    "Abbreviation": "LEC-"
  },
  {
    "User Type": "Support",
    "Abbreviation": "SUP-"
  },
  {
    "User Type": "Student",
    "Abbreviation": "STU-"
  },
  {
    "Var": "1",
    "Abbreviation": "1-"
  },
  {
    "Var": "2",
    "Abbreviation": "2-"
  },
  {
    "Var": "3",
    "Abbreviation": "3-"
  },
  {
    "Var": "4",
    "Abbreviation": "4-"
  },
  {
    "Enviroment": "Production",
    "Abbreviation": "PRD"
  },
  {
    "Enviroment": "Test",
    "Abbreviation": "TST"
  },
  {
    "Enviroment": "Canary",
    "Abbreviation": "CAN"
  }
]

 

 

 

Then use IF or Replace expressions? Any ideas if this would be possible?

Apologies, I think we went a bit too far down a rabbit hole in our previous thread, @f2 .

 

I went so deep because modern SharePoint often commits changes immediately when you edit values or change them in the list. So your flow might run WAY more than it should. Which could cause you problems down the line.

 

Plus, if you intend to place "P-LT-SUP-COMP-1-PRD" into a field on the list, then that's a much larger problem. Because if you run a trigger on anything that is created or modified, then if you modify the list later in that flow you will cause a loop.

 

That would be bad.

 

So unfortunately, I think that your best bet, here, would be to use a tiresome, long, calculated column, in SharePoint.

 

I made a list called choices, and it had two choice columns:

  1. choiceuno
  2. choicedos

 

This was my calculated column:

 

 

=CONCATENATE(
  IF(
    choiceuno="ZOOM",
    "Z",
    IF(
      choiceuno="I'm a 빛",
      "빛",
      IF(
        choiceuno="Hip",
        "H",
        IF(
          choiceuno="Chuck",
          "Ck",
          IF(
            choiceuno="GANJI",
            "GJ",
            ""
          )
        )
      )
    )
  ),
  IF(
    choicedos="",
    "",
    "-"
  ),
  IF(
    choicedos="CL",
    "C",
    IF(
      choicedos="PSY",
      "P",
      IF(
        choicedos="JESSI",
        "J",
        ""
      )
    )
  )
)

 

 

This was a bit painful, but I think now you see what you're up against, if you wish to make another list column with the data.

 

---

 

However, if you wish to use the data elsewhere, then you can do one of two simple things:

  1. Use a simpler, hidden, calculated column for each choice column, which just generates the abbrieviation.
  2. Maintain a separate list for each choice column, and change the choice columns to lookups.

 

The second one is an excellent choice, here. Your users can still choose which option they need to choose, and you can setup a second column to in the SharePoint list which pulls the abbrieviation from the other list.

 

This is a good choice because it allows you more control over adding more options to your choices, without having to get intimate with the main list, plus any further flows/calculations will be unharmed.

 

But the issue with incremental changes to the SharePoint list could still cause you issues here. As if someone updates CLocation, then clicks elsewhere ... then updates GLocation ... that's two changes that get sent to your flow and your other application.

f2
Helper II
Helper II

I saw my post disappear to page 3 and started to loose hope lol. Thanks for persevering with me eliotcole, I really do appreciate it.

Well it works, you have no idea how happy it made me to see those abbreviations, I've spent so much time googling/watching youtube videos on how to do that!

 

prefix_example.JPG

The first example is missing a field (Variation) so the "Status" is prompting for more info but the 2nd example is completed and "Status" has changed to "In Progress" (this will change to "Completed" once I finish the rest of the flow).

My code is slightly different to your example, are the extra "" quotations needed or was that just an example for more choices?

 

code question.JPG

 

Here is my code, your example was really easy to follow and easy for me to update as needed.

 

 

 

=CONCATENATE(
  IF(Location="CLocation","C-",
    IF(Location="GLocation","G-",
      IF(Location="PLocation","P-",))),
  IF(DeviceType="Desktop","DT-",
    IF(DeviceType="Laptop","LT-",
      IF(DeviceType="Shared","SH-",
        IF(DeviceType="Kiosk","KS-",
           IF(DeviceType="Phone","PH-",
            IF(DeviceType="Tablet","TB-",
              IF(DeviceType="VM","VM",))))))),
  IF(UserType="Lecturer","LEC-",
    IF(UserType="Support","SUP-",
      IF(UserType="Student","STU-",))),
  IF(Department="Business","BUSI-",
    IF(Department="Computing","COMP-",
      IF(Department="Design","DESI-",
        IF(Department="Engineering","ENGI-",
          IF(Department="Hospitality","HOSP-",
            IF(Department="HR","HR-",
              IF(Department="Finance","FINA-",))))))),
  IF(Variation="1","1-",
    IF(Variation="2","2-",
      IF(Variation="3","3-",
        IF(Variation="4","4-",)))),
  IF(Environment="Production","PRD",
    IF(Environment="Canary","CAN",
      IF(Environment="Test","TST",))),
)

 

 

 

 

So if all looks well, I will go and setup a 2nd list and link them as you suggested.

 

Just one more question, you mentioned at the end of your post that it could cause issues if somebody makes two changes, I dont think I mentioned this but my status column in the SPO list has the following formula:

 

 

 

=IF(OR(ISBLANK(Location),
        ISBLANK(DeviceType),
        ISBLANK(UserType),
        ISBLANK(Department),
        ISBLANK(Variation),
        ISBLANK(Environment)),
"Info Required","In Progress")

 

 

 

 

 

Then my Flow has a trigger condition:

 

 

 

@equals(triggerBody()?['Status'],'In Progress') 
@not(equals(triggerBody()?['Status'],'Info Required')) 
@not(equals(triggerBody()?['Status'],'null'))

 

 

 

 

and finally

I filter the "Get Items" step to only include "In Progress"

fri example.JPG

Would that help any potential issues with multiple changes being recorded?

The double quotes are to provide blank responses if there is not a value chosen, and to decide whether or not to place a dash in between if there is a blank entry. 😉

 

So, I provided it to you in that fashion so that you could just add more.

 

You see that my calculated formula doesn't have the dashes in the abbreviations?

 

So inbetween each IF() cascade it calculates if it needs to add a dash. The more columns, the more it will need to check, of course ... but I honestly couldn't be bothered to dive that deep down the IF() rabbit hole after all that burrowing around earlier. 😅

 

---

 

With regards to your flow ... as long as the flow does not modify the list item, then you should be fine. 😊

 

If you want to modify the items in the list, then you run the risk of looping. 😩

 

You might be able to save it with a (hidden!) 'processed' column in SharePoint, which indicates 0 for unprocessed and 1 for processed. Then as long as you don't have it showing on any forms, views, etc, it should be relatively safe. Then include a further IF() on your calculated column to account for it and add a 'Processed' status, and an extra not(equals()) trigger condition for it, too.

 

However I would personally recommend processing any further modifications that you need to perform on the list items elsewhere. It *might* be doable, though, with the above.

f2
Helper II
Helper II

Thanks for going into detail and explaining the proper way to add the dashes, I assumed it was more for my benefit ie "just add more choices here". Doh.

 

The hidden/processed column is a great idea too, I'll try do that over the weekend so I at least have something in place while I figure out how to create/link the second "working" list that you mentioned in your previous post as it sounds like that is the better solution going forward.

 

You've given me a lot of think about plus I will be able to re-use these tricks I've picked up in future flows. So chuffed those abbreviations are now working and making progress again, awesome stuff eliotcole!

 

No worries, @f2 !

 

I don't usually say this, but you'd be more than welcome to click 'Accept as Solution' on one (or more) of the posts I made that got you there. If only so that people know that this got sorted out. 😊👍

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Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Tuesday Tip | How to Become a Community Blog Author

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.   This Week's Topic: How to Become a Community Blog Author We want YOU to be part of the community blog! Sharing your knowledge of Power Platform is an essential part of our community! Here's why:   It helps create a vibrant and dynamic community of makers who can learn from each other’s experiences and insights.It provides a platform for collaboration and innovation, where members can share their ideas and work together to develop new solutions.It helps promote Power Platform by showcasing its capabilities and real-world applications.It helps build trust and credibility in the community because you are providing valuable information and resources your fellow community members can use to improve their skills and knowledge. By sharing your knowledge of Power Platform in the community blog, you help us create a more engaged and informed community, better equipped to tackle complex challenges. To get started with blogging across the Power Platform communities, please visit the following links:   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 Studios: https://powerusers.microsoft.com/t5/Power-Virtual-Agents-Community/bg-p/PVACommunityBlogPower Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for a button like the one below on the right rail of your community blog, 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!  

June 2024 Community Newsletter

It's time for the June Community 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 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 PagesWarrenBelzcreativeopinionExpiscornovus Fubar AmikNived_NambiarPstork1OliverRodriguesmmbr1606ManishSolankifernandosilvaragavanrajanBCBuizerExpiscornovusrenatoromaoLucas001timlAlexEncodianViswavEmadBeshaiDBO_DVDeenujiUmiantaChrist0fGochixVishnuReddy1997citron-trucmandelaVishalJhaverieetuRoboJohanTprathyooanandm08VictorIvanidzenicoxrfm1964shashankbhidepaulbeck1 rpaa   LATEST NEWS Summer of Solutions 2024 The Summer of Solutions challenge kicked off this month - an amazing Microsoft Community initiative to win free tickets to the Power Platform Community Conferencethis September in Las Vegas. The challenge is NOW OPEN to all #PowerPlatform community members and will consist of four weekly entry periods until July 14th, 2024. Click the image below to find out more on how you can win free tickets to #PPCC24 by entering the Summer of Solutions TODAY!   Microsoft Customer Stories We're constantly working with an array of great businesses across the globe to assist them in taking advantage of the latest business applications technology. If you'd like to find out more about their low code journeys, click the image below to view our playlist of Customer Stories to discover how Accenture, Lumen Technologies, Cineplex, and many more, are streamlining their business processes with Microsoft Power Platform.     Microsoft Leap Program Have you heard of Microsoft Leap - a global program designed to recruit, develop, and upskill unconventional talent for careers in the tech space. Microsoft Leap organizes a number of pathways into the industry, including the recent "NFL Legend Cohort - Technical Program Management" run jointly with the NFL Player Care Foundation (PCF) who are dedicated to helping retired players improve their quality of life. Click the image below to find out more about the great day shared at the Redmond campus and be sure to visit the Microsoft Leap website to discover how this amazing initiative is helping re-launch the lives of countless individuals. www.leap.microsoft.com       UPCOMING EVENTS Biz Apps Partner Summit | Seattle | July 24-25 It's not long now until the Biz Apps Partner Summit, which takes place at the Hilton Bellevue in Seattle on July 24-25, 2024. This event is the perfect place to network, connect, and learn how to scale your Microsoft practice, drive profitable revenue, and dazzle your customers! There's a great selection of speakers, including the likes of Tom Patterson, Donald Kossmann Joseph Corigliano, Cecilia Flombaum, Peter Jensen, John Siefert, Becky Lymberis, Daniel Rippey, and many more. Click the image below to find out more and register today!     TechCon365 & Power Platform Conference | D.C. | August 12-16 Things are hotting up for the next TechCon365 & PWRCON Conference in Washington D.C. on August 12-16, 2024. Featuring the likes of Tamara Bredemus, Sunny Eltepu, Lindsay Shelton, Brian Alderman, Daniel Glenn, Julie Turner, Jim Novak, John White, Jason Himmelstein, Luc Labelle, Emily Mancini, MVP, UXMC, Fabian Williams, Emma Wiehe,and many more, this is the perfect event for those that are looking to gain invaluable insights from industry experts. Click the image below to grab your tickets today!     Power Platform Community Conference | Vegas | Sept. 18-20th Are you ready to come and join the fun in Las Vegas this September at PPCC24? This event is the perfect place to connect with fellow business applications enthusiasts and share your knowledge with the worldwide Microsoft Community. Now's your chance to hold all the aces. Just click the image below to find out more and we hope to see you go ALL-IN this September in Las Vegas!     For more events, click the image below to visit the Community Days website.  

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

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