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

Looking for an example how to retrieve a value from an item in a SharePoint list

I'm new to Power Automate and I want to create a workflow but can not find the exact information I need.

 

I have a simple list in SharePoint with a few columns. One column contains unique ID's.

 

What I want to do from the workflow is select an item from the list with a certain ID and then retrieve the value from another column of that item in a variable in the workflow for further processing.

 

The workflow is triggered by an incoming email that contains the ID in the bodytext. I already figured out how to get this ID from the email into a variable.

 

I know there are actions like GetItems and GetItem but i can't figure out how to use them.
I already searched this community but can not find the exact details I need.

Can someone please post an example for the steps / actions I need and the code for the query?

1 ACCEPTED SOLUTION

Accepted Solutions
hwielen
Frequent Visitor

Ahaa! Thank you! 🙂

View solution in original post

19 REPLIES 19
abm
Most Valuable Professional
Most Valuable Professional

Hi @hwielen 

 

To retrieve a record from the list with a certain ID you need to set your Filter Query. Under the filter query set the SharePoint columnname, operator and mapped value. If its string then add single quotes around it. 

 

image.png

 

Next add a foreach action step to iterate the values. For single or multiple records you need a foreach record to retrieve the record(s).



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials
Anonymous
Not applicable

Hello @hwielen 

 

You can use the Get item action and put the variable in the Id field as below:

 

Annotation 2020-02-19 105950.png

 

Alternatively, you could use Get Items then use the Filter Query to the below to only retrieve the item you want - if you are only wanting one Item to return you can use Top Count to only retrieve a single item.

 

ID eq 'outputs('Compose')'

 

Annotation 2020-02-19 110144.png

 

Hope this helps 🙂

 

Thanks

 

Bradley

hwielen
Frequent Visitor

Hi abm,
Thank you for your reply.

 

The column I'm filtering on always returns only one item/record because the values in this column are unique.

Do I still have to use a foreach action?

 

And how does this foreach action look like? How can I retrieve the value from another column?

 

How does the expression look like that you use in the 'Limit Columns by view' field?

Also how can I check if no item is found?

 

Hi burgett94,

What is the function of the action 'Compose' with 'Inputs' is 1? Why do I need that?

I guess I need to put the text string to search for in the field ID in your first example? 

But how does the query know in which column I want to search?

 

Also it's not clear to me how the result that I get back looks like.

What extra step do I need to retrieve the value from the desired second column in the list for the returned item?

 

@hwielen with the Get items, even if you are only returning 1 item via the filter query you will still have the apply to each. That is expected and quite normal.

For follow-on actions you can select the other columns from your list from the dynamic content box on the right.

In the filter query you enter your column name and what value you are expecting back, as in the following examples:

filterQuery4.png

 

FilterQuery2.png

filterQuery3.png

Rob

Los Gallardos
If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks. 

Anonymous
Not applicable

Hi @hwielen 

 

The Compose was me simulating the ID number, so you mentioned you had managed to extract the ID number from the email - so it is where I have put my compose output is where you will put your output from the email.

 

Once you have that, all the columns within the default view within SharePoint will be available for you to use in whatever format you would like.

 

Looking at my screenshot below, you can change the view the action looks at by choosing from the dropdown highlighted yellow.

 

I have used another compose after to show that I could pull the Amount Paid from my list for item ID 1. Using this, I could use another action instead of the Compose like Send email or post message on teams to notify other users or Create item to create another item in another list using details from ID 1.

 

Annotation 2020-02-19 130658.png

Hi burgett94,

Now it becomes a bit clearer to me.

 

But I think there's some misunderstanding about the ID i'm using.

The ID is nothing more than a string value that I entered by hand for every item in a custom column I added to the list and that's unique for every item. It's not a record ID that's generated by SharePoint.

 

So I guess that I have to do some search first with the string value in the correct column to get back the item/record i'm looking for.

 

Should I combine the actions 'GetItems' (for the search) and 'GetItem' (for retrieve the item columns) to get what I need?

 

abm
Most Valuable Professional
Most Valuable Professional

Hi @hwielen & @Anonymous 

 

If you planning to use @Anonymous  suggestion (Get Item) you need to Id of the SharePoint item record. Then you don't need to use the for each loop to iterate the values. You can directly map the dynamic variables in subsequent steps.

 

For Get Items it may return one or more so you need to use For Each (Control) action step to iterate the values. 

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials
abm
Most Valuable Professional
Most Valuable Professional

Hi @hwielen 

 

It's all depends on your flow logic. If you have the Id then you can use Get Item. If you don't have the Id then use Get Items and use filter query to extract the values.

 

If you need further help post a screenshot of your SharePoint list. Then explain what filter you are trying to do and rest of the logic. 

 

Thanks



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials
Anonymous
Not applicable

Hello @hwielen 

 

You can have it set so that you select the item from the SharePoint List to trigger the flow for that item - would that work better rather than an email?

 

This way it will have the ID in the trigger which you can use for the Get Item action which means you can use any columns in your other actions.

 

Annotation 2020-02-19 135433.png

hwielen
Frequent Visitor

Your're confirming what I just tought.

 

Can I use 'GetItems' to retrieve this ID and than use 'GetItem' to retrieve the Item and it's columns?

Or is there a better way to do a search for this ID?

Unfortunately that is not an option.

I have to use a trigger for incoming email messages.

These contain Project numbers (the ID's) I have to lookup.

 

 

Anonymous
Not applicable

@hwielen 

 

Ok, so you will want to use the Get Items filter query to say [columnprojectid] eq '[outputfromtrigger]' - below is an example of one of mine:

 

Annotation 2020-02-19 141036.png

 

So to explain, the Title is referencing the column "Title" in my SharePoint List then eq means equals to then 'Outputs' is the output of a compose holding a value provided from Power Apps.

 

More details of the Filter Query can be found here: https://docs.microsoft.com/en-us/previous-versions/dynamicsnav-2016/hh169248(v=nav.90)?redirectedfro...

 

I have it set to Top 1 so that it only provide one output which still forces an Apply to each when I do a Update Item but at least this way I know it will only do it the once.

 

Hope this helps

 

Thanks

 

Bradley

 

 

And I can use the output of this 'GetItems' example as input for the ID-field of the 'GetItem' action?

 

Anonymous
Not applicable

Hello @hwielen 

 

With the Get items action that will do everything you need as it will pull all the required columns, so you won't need to use the Get item action after.

 

Thanks

 

Bradley

Hi guys,

Thanks for your help. I managed to retrieve the list value I needed.

 

See the screenshot for the steps I created (the workflow is in Dutch).

 

I still have a question:

What's the syntax for the value in the field 'Limit columns by view'

 

Grtz,

Henry

 

Power-Automate.png

There's no syntax, you should just be able to select the view. Occasionally I have found it has taken several saves of the flow before it's found the different views.

Rob
Los Gallardos

abm
Most Valuable Professional
Most Valuable Professional

Go to your SharePoint List or library

 

image.png

 

Create the view and specify the columns you want.

 

Then go to flow and create the SharePoint connector. You should be able to see this view under that

 

image.png

 

If you have created the view after the connection then you may not see the view straight away.



Did I answer your question? Mark my post as a solution!

If you liked my response, please consider giving it a thumbs up


Proud to be a Flownaut!

Learn more from my blog
Power Automate Video Tutorials
hwielen
Frequent Visitor

Ahaa! Thank you! 🙂

Helpful resources

Announcements

Take a short Community User Survey | Help us make your experience better!

To ensure that we are providing the best possible experience for Community members, we want to hear from you!    We value your feedback! As part of our commitment to enhancing your experience, we invite you to participate in a brief 15-question survey. Your insights will help us improve our services and better serve the community.    👉Community User Survey    Thank you for being an essential part of our community!    Power Platform Engagement Team  

Tuesday Tip | How to Get Community Support

It's time for another Tuesday Tip, 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: All About Community Support Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most. Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Community Support Form If you need more assistance, you can reach out to the Community Team via the Community support form. Choose the type of support you require and fill in the form accordingly. We will respond to you promptly.    Thank you for being an active part of our community. Your contributions make a difference!   Best Regards, The Community Management Team

Community Roundup: A Look Back at Our Last 10 Tuesday Tips

As we continue to grow and learn together, it's important to reflect on the valuable insights we've shared. For today's #TuesdayTip, we're excited to take a moment to look back at the last 10 tips we've shared in case you missed any or want to revisit them. Thanks for your incredible support for this series--we're so glad it was able to help so many of you navigate your community experience!   Getting Started in the Community An overview of everything you need to know about navigating the community on one page!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Ranks and YOU Have you ever wondered how your fellow community members ascend the ranks within our community? We explain everything about ranks and how to achieve points so you can climb up in the rankings! Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Powering Up Your Community Profile Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile. Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Community Blogs--A Great Place to Start There's so much you'll discover in the Community Blogs, and we hope you'll check them out today!  Community Links: ○ Power Apps ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Unlocking Community Achievements and Earning Badges Across the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. Check out some details on Community badges--and find out more in the detailed link at the end of the article! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio    Blogging in the Community Interested in blogging? Everything you need to know on writing blogs in our four communities! Get started blogging across the Power Platform communities today! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Subscriptions & Notifications We don't want you to miss a thing in the community! Read all about how to subscribe to sections of our forums and how to setup your notifications! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Getting Started with Private Messages & Macros Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member! Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Community User Groups Learn everything about being part of, starting, or leading a User Group in the Power Platform Community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Update Your Community Profile Today! Keep your community profile up to date which is essential for staying connected and engaged with the community. Community Links: ○ Power Apps  ○ Power Automate  ○ Power Pages  ○ Copilot Studio   Thank you for being an integral part of our journey.   Here's to many more Tuesday Tips as we pave the way for a brighter, more connected future! As always, watch the News & Announcements for the next set of tips, coming soon!    

Calling all User Group Leaders and Super Users! Mark Your Calendars for the next Community Ambassador Call on May 9th!

This month's Community Ambassador call is on May 9th at 9a & 3p PDT. Please keep an eye out in your private messages and Teams channels for your invitation. There are lots of exciting updates coming to the Community, and we have some exclusive opportunities to share with you! As always, we'll also review regular updates for User Groups, Super Users, and share general information about what's going on in the Community.     Be sure to register & we hope to see all of you there!

April 2024 Community Newsletter

We're pleased to share the April 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 PagesWarrenBelzDeenujialexander2523ragavanrajanLaurensMManishSolankiMattJimisonLucas001AmikcapuanodanilostephenrobertOliverRodriguestimlAndrewJManikandanSFubarmmbr1606VishnuReddy1997theMacResolutionsVishalJhaveriVictorIvanidzejsrandhawahagrua33ikExpiscornovusFGuerrero1PowerAddictgulshankhuranaANBExpiscornovusprathyooSpongYeNived_Nambiardeeksha15795apangelesGochixgrantjenkinsvasu24Mfon   LATEST NEWS   Business Applications Launch Event - On Demand In case you missed the Business Applications Launch Event, you can now catch up on all the announcements and watch the entire event on-demand inside Charles Lamanna's latest cloud blog.   This is your one stop shop for all the latest Copilot features across Power Platform and #Dynamics365, including first-hand looks at how companies such as Lenovo, Sonepar, Ford Motor Company, Omnicom and more are using these new capabilities in transformative ways. Click the image below to watch today!   Power Platform Community Conference 2024 is here! It's time to look forward to the next installment of the Power Platform Community Conference, which takes place this year on 18-20th September 2024 at the MGM Grand in Las Vegas!   Come and be inspired by Microsoft senior thought leaders and the engineers behind the #PowerPlatform, with Charles Lamanna, Sangya Singh, Ryan Cunningham, Kim Manis, Nirav Shah, Omar Aftab and Leon Welicki already confirmed to speak. You'll also be able to learn from industry experts and Microsoft MVPs who are dedicated to bridging the gap between humanity and technology. These include the likes of Lisa Crosbie, Victor Dantas, Kristine Kolodziejski, David Yack, Daniel Christian, Miguel Félix, and Mats Necker, with many more to be announced over the coming weeks.   Click here to watch our brand-new sizzle reel for #PPCC24 or click the image below to find out more about registration. See you in Vegas!       Power Up Program Announces New Video-Based Learning Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram. These include a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the image below to find out more!   UPCOMING EVENTS Microsoft Build - Seattle and Online - 21-23rd May 2024 Taking place on 21-23rd May 2024 both online and in Seattle, this is the perfect event to learn more about low code development, creating copilots, cloud platforms, and so much more to help you unleash the power of AI.   There's a serious wealth of talent speaking across the three days, including the likes of Satya Nadella, Amanda K. Silver, Scott Guthrie, Sarah Bird, Charles Lamanna, Miti J., Kevin Scott, Asha Sharma, Rajesh Jha, Arun Ulag, Clay Wesener, and many more.   And don't worry if you can't make it to Seattle, the event will be online and totally free to join. Click the image below to register for #MSBuild today!   European Collab Summit - Germany - 14-16th May 2024 The clock is counting down to the amazing European Collaboration Summit, which takes place in Germany May 14-16, 2024. #CollabSummit2024 is designed to provide cutting-edge insights and best practices into Power Platform, Microsoft 365, Teams, Viva, and so much more. There's a whole host of experts speakers across the three-day event, including the likes of Vesa Juvonen, Laurie Pottmeyer, Dan Holme, Mark Kashman, Dona Sarkar, Gavin Barron, Emily Mancini, Martina Grom, Ahmad Najjar, Liz Sundet, Nikki Chapple, Sara Fennah, Seb Matthews, Tobias Martin, Zoe Wilson, Fabian Williams, and many more.   Click the image below to find out more about #ECS2024 and register today!     Microsoft 365 & Power Platform Conference - Seattle - 3-7th June If you're looking to turbo boost your Power Platform skills this year, why not take a look at everything TechCon365 has to offer at the Seattle Convention Center on June 3-7, 2024.   This amazing 3-day conference (with 2 optional days of workshops) offers over 130 sessions across multiple tracks, alongside 25 workshops presented by Power Platform, Microsoft 365, Microsoft Teams, Viva, Azure, Copilot and AI experts. There's a great array of speakers, including the likes of Nirav Shah, Naomi Moneypenny, Jason Himmelstein, Heather Cook, Karuana Gatimu, Mark Kashman, Michelle Gilbert, Taiki Y., Kristi K., Nate Chamberlain, Julie Koesmarno, Daniel Glenn, Sarah Haase, Marc Windle, Amit Vasu, Joanne C Klein, Agnes Molnar, and many more.   Click the image below for more #Techcon365 intel and register today!     For more events, click the image below to visit the Microsoft Community Days website.      

Tuesday Tip | Update Your Community Profile Today!

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.   We're excited to announce that updating your community profile has never been easier! Keeping your profile up to date is essential for staying connected and engaged with the community.   Check out the following Support Articles with these topics: Accessing Your Community ProfileRetrieving Your Profile URLUpdating Your Community Profile Time ZoneChanging Your Community Profile Picture (Avatar)Setting Your Date Display Preferences Click on your community link for more information: Power Apps, Power Automate, Power Pages, Copilot Studio   Thank you for being an active part of our community. Your contributions make a difference! Best Regards, The Community Management Team

Users online (3,401)