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Advocate II
Advocate II

SharePoint if item is modified --> update file properties

I have a requirement which is the following: when a field is modified in List A, the same field in Library B must be updated too, but only if Title of the modified item in List A is equal to Title of Library B.

 

The problem is that the flow updates every item in Library B. So if I modify item 1, it will update all the items in Library B with the modified value, and not only the items where condition Title is equal to Title.

 

In this case, CollectionYear will be updated to every item in the library.

 

Capture.pngUntitled.png

 

 

14 REPLIES 14
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Solution Sage
Solution Sage

Re: SharePoint if item is modified --> update file properties

Hi @Gines,

 

 

I tried to replicate your scenario and this is what I came up with:

  1. I used the same first 2 steps you have on your Flow.
  2. After those 2 steps, I added a Data Operations - Filter Array step. In the From field, I selected the value from the Get files (properties only) step.
    FilePropertires-1.JPG
  3. In the next field, I selected the Name property from the Get files (properties only) step.
    FilePropertires-2.JPG
  4. For the filter, I selected contains and in the next field I selected the Title property from the When an item is created step.
    FilePropertires-3.JPG
  5. Next, I added a Condition to check if the Filter Array is true. I used the expression below. Make sure you edit the Condition in advanced mode.
    @equals(length(body('Filter_array')), 1)
    FilePropertires-4.JPG
  6. If the Condition is true, then I proceeded to update the desired file property.
    FilePropertires-5.JPG

Please try those steps and let me know if you need additional help.

 

Regards,

Fausto Capellan, Jr

Fausto Capellan, Jr
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Advocate II
Advocate II

Re: SharePoint if item is modified --> update file properties

Hi @faustocapellanj,

 

Thanks for your reply, but it isn't working. The output in filter array is always empty, whereafter the expression result in the condition is false. I use a lookup field to check if the condition is true in filter array, maybe lookup field isn't supported yet, I don't know for sure.

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Solution Sage
Solution Sage

Re: SharePoint if item is modified --> update file properties

Hi @Gines,

 

Since you need to update a document when a SharePoint list item is updated, how about you use the Title column in the document library as a unique identifier and use that in the Filter Query? For example, let's say you get the value of the SharePoint list Title column and assign this value to the Document library Title column. Then in the Get Files (properties only) step, you filter the document using the Filter Query odata field. Look at this solution I worked on with another user a while back, especially at the Get items and Condition steps. You will need something similar to that.

In the Get files (properties only), you will use the Document library Title column and see if it's equals to the SP list Title column. As for the Condition, it will check if the Filter Query is true or false. Try that and let me know.

 

Regards,

Fausto Capellan, Jr

Fausto Capellan, Jr
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Advocate II
Advocate II

Re: SharePoint if item is modified --> update file properties

Hi @faustocapellanj

 

I have tried it before with the Filter Query OData, but still not working. In the filter query I use "Title_field eq 'Title (dynamic field)' ", but the expression result is still false.

Title_field is a lookup field on the first list and I use underscore in the name, Flow can handle that, right?

 

Can you give me the link to the solution you worked on with another user?

 

Regards,

Gines

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Advocate II
Advocate II

Re: SharePoint if item is modified --> update file properties

@faustocapellanj

I have managed to get it work. I have used the same actions and steps as I have stated in the first post, but the problem was the apply to each in 'Update file properties' action. It automatically appeared when I fill in the collectionyear value in 'Update file properties'. By removing the apply to each step, the flow is now working as I wanted to.

 

But I created another problem Smiley Embarassed

I have another flow in the same library: when the flow of this topic is succeeded, the other flow starts automatically running because the trigger is 'when a file is created or modified'. By updating the file properties in the 1st flow, the 2nd flow thinks it's a trigger for its own flow. 

 

Any idea how I can prevent this? What I actually want is a two-way syncing in a list and a library if an item is changed, but with this method now it will always start the 2nd flow. It's hard to explain but I hope someone understands me Smiley Tongue

 

Anyway, thanks for your help @faustocapellanj.

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Solution Sage
Solution Sage

Re: SharePoint if item is modified --> update file properties

Hi @Gines,

 

One thing you can try is setting a condition in your 2nd flow to stop it right after it starts. What tha condition will be, I'm not sure. You will have to see at what point from the 1st flow you want the 2nd to start. As for the link from my previous, I totally forgot to add it. My apologies. Here's the link.

 

Regards,

Fausto Capellan, Jr

Fausto Capellan, Jr
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Frequent Visitor

Re: SharePoint if item is modified --> update file properties

@Gines .  How were you able to remove the 'Apply to each'?  I am having the same issues that you were having and have hit a brick wall.

Thanks in advance for your help.

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Advocate II
Advocate II

Re: SharePoint if item is modified --> update file properties

@BioDave , if you remove the dynamic content column in your action which is referring to the value of apply to each, you will be able to move that action outside the apply to each. But it depends on what you actually want to do. What's your scenario?

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Frequent Visitor

Re: SharePoint if item is modified --> update file properties

@Gines  I have a SP List that is updated via an PowerApp or manually through SP.  The flow I want to use must take the modifications to the SP list and then update a SP library metadata with those modifications.  Basically, when SP List A is modified, Flow will modify SP Document Library B.  

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Solution Sage
Solution Sage

Re: SharePoint if item is modified --> update file properties

Hi @BioDave 

An Apply to each action is inserted automatically when the data you are working with is part of an array, even if the array only contains one item. To avoid the automatic Apply to each, you should wrap up the dynamic content inside a first() expression. For example, your action is called Get Users and the dynamic content field is called Username, you can do an expression similar to the one below:

first(body('Get_Users'))?['Username']

This will prevent the automatic Apply to each, but you will only be able with the first item of the array. I hope that helps.

Fausto Capellan, Jr
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Frequent Visitor

Re: SharePoint if item is modified --> update file properties

@faustocapellanj  I am quite new to the Flow, so where would I be putting your code?  I have included the flow configuration that I am trying based on the your suggestions above.  I am also confused as to how to write the conditions as there isn't an advanced mode for writing conditions any more.

Thanks again for your help.

Update Document Library Metadata When List Item is Updated1.png

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Solution Sage
Solution Sage

Re: SharePoint if item is modified --> update file properties

 The Filter array action is used to filter the items from the Get files (properties only) action. The left side should be Name, which comes from the Get files (properties only) action and the right side should be Title, which comes from your trigger. As for the Condition, you have to use an expression similar to the one in my original post, but this is how you would do it since you can't do advanced edits anymore:

  1. Click inside the left box to bring up the Dynamic content window and then click on the Expresions tab. Enter the expression below.Then change your logical operator to is greater than, and on the right box, enter a 0. This will check if the Filter array contains any items.
  2. Then proceed to add the actions for the Yes and No branches.
length(body('Filter_array'))

 

Fausto Capellan, Jr
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Frequent Visitor

Re: SharePoint if item is modified --> update file properties

@faustocapellanj 

I have updated my flow as you suggested and it is working, with the exception that the flow is updating all document library records rather than just a single record.  Am I doing something wrong after the filter array?  I tried the condition greater the 0, as well as the condition greater the function 0.  Both gave the same results.Update Document Library Metadata When List Item is Updated2.png

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Frequent Visitor

Re: SharePoint if item is modified --> update file properties

@faustocapellanj 

I am also unsure how and where wrap up the dynamic content to avoid automatic Apply to each. 

 

 "To avoid the automatic Apply to each, you should wrap up the dynamic content inside a first() expression. ' 

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