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venka91
Impactful Individual
Impactful Individual

Saving Collection to Sharepoint based on Approvals

Dear All,

 

I am passing a collection from PowerApps to Flow for onboarding Application.

This has two stage of Approvals.

First HR needs to Approve the Onboarding Request for user creation.

Once Approved, this a share point list items are created from the Collection. I am using Parse JSON Body to create the List items.

 

Then IT Approval is triggered.

Once IT approved, i would like to update the "IT Approval' column in sharepoint list to "Approved". But i am unable to call the items from Share point list  that was created after HR Approvals.

 

Please help.

 

My flow below. Including attachments with numbers.

 

 

 

 

 

2 ACCEPTED SOLUTIONS

Accepted Solutions
Caspar_Rubin
Solution Sage
Solution Sage

Hey, 

 

I don't know about any links... It's just that you use a "Create item" action inside a loop. Power Automate now "thinks" you'll add multiple items to your SharePoint list. Otherwise you wouldn't create them inside a loop, right?

 

That's why Power Automate doesn't give you any Dynamic content. It does not know which of the created items you want to edit.

 

An example:

 

Let's say I have an Array called "Fruits" with three items (Apple, Banana and Peach).

I then use the Apply to each action to loop through the array and use the Create item action inside it.

This then gives me three SharePoint list items. I believe this is you "HR" part.

 

So basically this:

Caspar_Rubin_0-1663060780927.png

 

results in this:

 

Caspar_Rubin_0-1663060897366.png

 

Now to edit one of those entries (Your IT Part), I first have to retrieve the required item using "Get items".

 

Let's say I want to edit the Banana entry. This means I have to use the Get items action and filter the list on the Fruit column for Banana

Filter: Fruit eq 'Banana'

 

After doing that, I can now add a "Update item" action and select the ID from the "Get items" action.

Don't worry about the automatically applied "Apply to each" over it. If you use the Filter correctly, it will only run once.

 

So this: 

 

Caspar_Rubin_2-1663061080159.png

 

This will result in:

Caspar_Rubin_4-1663061381326.png

 

The whole flow looks like this:

Caspar_Rubin_3-1663061192077.png


That's how it could work.


You could also just use an Array variable (Initialize variable action) to save your IDs inside the first Apply to each and then loop that to update the items.

 

cheers



 

View solution in original post

venka91
Impactful Individual
Impactful Individual

Hi all, @v-jefferni 

 

I am still not give up. i need little more help. Now, whatever items are created, i have stored the ID to the array variable.

 

Using Join operation, i have converted them to Strings.

Now my output of Join look like below

 

venka91_0-1663238854858.png

These output is the item ID number that i have created in Sharepoint list.

 

Now i would like to use Get item trigger where the ID number is equal to my Join Output. Can anyone please help.

View solution in original post

11 REPLIES 11
Caspar_Rubin
Solution Sage
Solution Sage

Hey,

 

maybe I'm missing something here but if it's all done in the same flow, couldn't you just use the Dynamic content ID from the Create item action inside the HR condition and use that in the Update item for the IT Approval condition?

 

Caspar_Rubin_1-1662978430630.png

 

cheers

 

when i started building the flow, i was expecting the same. But for some reason, i am not able to get the dynamic content of create Item, when i loop through. not sure where i am doing wrong.

 

Based on HR Approval response, the flow step is below.

 

venka91_1-1662978851823.png

 

venka91_2-1662978957150.png

 

venka91_3-1662979078240.png

 

but when i do this step i am getting error.

venka91_4-1662979168450.png

 

 

venka91
Impactful Individual
Impactful Individual

no reply yet...  is my scenario is new ?

All i am doing, creating my list inside a loop.

 

And outside the loop i wanted to update the item that is created. Is that something new in Flow what i am looking for ?

 

can anyone share idea ?

Caspar_Rubin
Solution Sage
Solution Sage

Hey, 

 

If you create the SharePoint list items inside the loop, there won't be any Dynamic content from that action outside of the loop because Power Automate does not know which item you want to update...

You'll have to use a "Get items" or "Get item" action outside of the loop, to get the ID(s), before your "Update item" action.

Thank you. Could you please share any links that can help to understand. Basically i want to retrieve the IDs of the share point lost item which were created in loop.

 

Caspar_Rubin
Solution Sage
Solution Sage

Hey, 

 

I don't know about any links... It's just that you use a "Create item" action inside a loop. Power Automate now "thinks" you'll add multiple items to your SharePoint list. Otherwise you wouldn't create them inside a loop, right?

 

That's why Power Automate doesn't give you any Dynamic content. It does not know which of the created items you want to edit.

 

An example:

 

Let's say I have an Array called "Fruits" with three items (Apple, Banana and Peach).

I then use the Apply to each action to loop through the array and use the Create item action inside it.

This then gives me three SharePoint list items. I believe this is you "HR" part.

 

So basically this:

Caspar_Rubin_0-1663060780927.png

 

results in this:

 

Caspar_Rubin_0-1663060897366.png

 

Now to edit one of those entries (Your IT Part), I first have to retrieve the required item using "Get items".

 

Let's say I want to edit the Banana entry. This means I have to use the Get items action and filter the list on the Fruit column for Banana

Filter: Fruit eq 'Banana'

 

After doing that, I can now add a "Update item" action and select the ID from the "Get items" action.

Don't worry about the automatically applied "Apply to each" over it. If you use the Filter correctly, it will only run once.

 

So this: 

 

Caspar_Rubin_2-1663061080159.png

 

This will result in:

Caspar_Rubin_4-1663061381326.png

 

The whole flow looks like this:

Caspar_Rubin_3-1663061192077.png


That's how it could work.


You could also just use an Array variable (Initialize variable action) to save your IDs inside the first Apply to each and then loop that to update the items.

 

cheers



 

venka91
Impactful Individual
Impactful Individual

Thank you so much for your efforts. However i have initialzied variable varRedID with type "Array"

I am trying to store the ID's craeted with "Create Item" trigger in Sharepoint. However i am getting the below error. Please advise.

venka91_1-1663221812440.png

 

i am using expression as : 

Item()?[outputs('Create_Onboarding_Users')?['body/ID']]

 

venka91_0-1663221596538.png

 

 

venka91
Impactful Individual
Impactful Individual

Hi all, @v-jefferni 

 

I am still not give up. i need little more help. Now, whatever items are created, i have stored the ID to the array variable.

 

Using Join operation, i have converted them to Strings.

Now my output of Join look like below

 

venka91_0-1663238854858.png

These output is the item ID number that i have created in Sharepoint list.

 

Now i would like to use Get item trigger where the ID number is equal to my Join Output. Can anyone please help.

Hi @venka91 ,

 

You have the array of IDs, actually no need to join them into string, you can Apply to each of the array and in this loop use Get item action to get a single item by its ID.

 

Best regards,

Community Support Team _ Jeffer Ni

If this post helps, then please consider Accept it as the solution to help the other members find it.

v-jefferni
Community Support
Community Support

Hi @venka91 ,

 

Is this issue resolved?

 

Best regards,

Community Support Team _ Jeffer Ni

If this post helps, then please consider Accept it as the solution to help the other members find it.

venka91
Impactful Individual
Impactful Individual

Thank you. This issue is resolved.

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