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naijacoder
Helper IV
Helper IV

I need a flow to check if item already exists in SP list - if not create and if yes update the item

Hi All,
Just getting more into flow and need some advice and help :-
I have 2 lists that i would like to keep synced.
So when an update happens in List A i need  List B updated.
If item already exists in SP list B don't create a new item but update the current item  with the fileds from list B.

Why i want this is because i don't want to have duplicate records in List B if they go and make changes in List A.
Can ths be achieved using flow?

Thanks in Advance

2 ACCEPTED SOLUTIONS

Accepted Solutions
v-bacao-msft
Community Support
Community Support

Hi @naijacoder,

 

If you want to synchronize two lists, you need to have a column similar to the primary key. If your two lists are identical, then the ID can be used, or other fields have the same effect.

I use Title as a column like this to give you an example of Flow configuration.

13.PNG14.PNG

Please take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

Hi @naijacoder,

 

If you have solved your problem, please go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

22 REPLIES 22

HI @naijacoder,

 

I while ago I did somehting similar where I read an excel and kept a SharePoint list in sync.

 

 

v-bacao-msft
Community Support
Community Support

Hi @naijacoder,

 

If you want to synchronize two lists, you need to have a column similar to the primary key. If your two lists are identical, then the ID can be used, or other fields have the same effect.

I use Title as a column like this to give you an example of Flow configuration.

13.PNG14.PNG

Please take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks Pieter
Will give it a shot

Thanks Barry and Pieter  i gave it a try but and it works well if true and sents an email.
But if its no it doesn't get to send an email :-

Send Email 3 doesn't do anything

Capture.PNG
 

Also see the result output below :- (Can you see the highighted as its greyed out)

Capture1.PNG

Thanks in Advance

Hi @naijacoder,

 

The condition set in Condition means that if the item does not exist, the mail is sent.

If the condition is False, the value of Get items is empty, so Apply_to_each will not be executed. You should not configure the Dynamic content of Get items output in the Body. Because this item does not exist at all.

If the item does not exist, you could consider creating such an item in list B, and then configuring the Dynamic content output from Create an item action in the email body.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

I would remove the dynamic content form your Send email 3 action.

 

Then pull the action outside the apply to each. and delete the apply to each

Thanks Barry for the reply.
If i don't configure the dyanimc content in the body @equals(length(body('Get_items')?['value']), 1) what should i be using then?
i would try creating an item on another list if the item doesn't exist and see how i go

Hi @naijacoder,

 

You could configure Create item before the Send email action, and then configure the Dynamic content it outputs in the email body.

Image reference:

26.PNG

Take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks for your reply. and will give it  crack
I also just noticed there in no "When an existing item is modified" trigger"
There is only When an item is created or modified 😞

Can i achieve my trigger only on update and not on create? Is Microsoft going to have this or is there a workaround?

 

Thanks in Advance

Hi @naijacoder,

 

Yes, there is currently no trigger like When an item is modified.

Specific details can refer to this Thread.

In addition, if you just want to monitor whether an item is updated, you could set Condition under the trigger.

If Created is not equal to Modified, execute the following action, configure all the following actions in If yes branch.

Like:

31.PNG

Take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks Barry I taught as much and would give that a try
Also not sure why my other fileds are not updating. The title fields get updated but not other fields higlighted below which is just a text field Employee (name) 

Any reason why this could be happening?

Also tempsnip.png

Hi @naijacoder,

 

You need to fill the Dynamic content of the trigger output in the field that needs to be updated, instead of the Dynamic content output by Get items, otherwise the update will be meaningless.

 

Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks Barry.

Not sure what you mean but i have only this 2 options below.
As i mentioned currently the title field is being updated

 Capture2.PNG

Thanks Barry your response regarding  "trigger for When an item is modified."

I couldn't find to pick created and modified from the dynamic content not sure why.

When i manually added it i get this error below:-

 

The template language expression 'not(equals(triggerBody()['Created'], triggerBody()['Modified']))' cannot be evaluated because property 'Created' doesn't exist,

Hi @naijacoder,

 

I mean the fields that need to be updated, populate the corresponding Dynamic content from trigger.

And the fields which do not need to update, populate the Dynamic content from Get items.

Could you share the all options for your Dynamic content list? The action output on the list item will basically have "Created/Modified", you could look it up carefully, click see more to see if it is hidden.

Or it is not so expressed.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks Barry.
Still quite new to flow but weill get there...
The mistake was the view i was selecting under the "Limit Columns by View" 😞
Now i that selected Use all Columns(Do not limit) i can now see created and modified columns

I have also been able to select the correct value for the update in the dynamic content.

 

Thanks so mcuh

Hi @naijacoder,

 

If you have solved your problem, please go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Anonymous
Not applicable

I am trying to use Flow to meet a user's requirements to:

1.  copy new items with attachments in List 1 to with attachments in List 2

2.  Update changes made in List 1 to List 2 in the same site

 

Setup:

2 SharePoint list - List 1 and List 2 with same columns (text, choice, metadata).

 

I created a FLOW using 'When an item is created or modified'.  

 

Result: 

1. requirements met

2. when a user updates a column in List 1, a brand new item is created in List 2.  If a user updates the 3rd time, a 3rd duplicate item is created.

I have been trying to add 'Condition' to part of the Flow but it did not work. I noticed that 'Condition' does not have 'Edit in advanced mode' but with 'Add' only.  I wonder if this has to do with the version of SharePoint online.  I cannot make requirement to work.

 

I searched a number of forums but I have yet been able to meet requirement 2. 

 

Thank you for any help.Condition_AdvancedMode.PNGCondition_AddOnly.PNG

Hi @v-bacao-msft 

 

I have a similar problem but with the SQL connector. I want to check if one row exists in a table, I used the following expression:

equals(length(body('Get_row_(V2)')?['Value']),0) (  with no @ at the begining of the expression), but it doesn´t work, the error shown is:
error1.jpg
and the part of the flow that doesn´t work:
error2.jpgI also changed ['Value'] for the primary key of the table ['Ticket ID'] but it still doesn´t work, it returns another error message. 
any help will be appreciated.
 
Thank you in advance.

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