cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
OmegaCaesar
Helper I
Helper I

Updating Sharepoint multi person field with multi person inputs from PowerApps?

TLDR: I have a multi-pick combo box on a PowerApps form which allows users to select multiple people as "stakeholders" for a document. Need to take that input and update the "Stakeholders" field for the pertinent Sharepoint file. Problem is that Flow gives various errors when I try to do this using "Update File Properties."

Situation:
Company we hired didn't deliver a document control solution we need. I'm not on our IT team but somehow ended up making the document control system and several flows to handle item-level permissions and approvals. Document Control is set up as a Sharepoint library with each file having required metadata fields. Now I'm trying to build a form so users can upload their own files and input the required metadata themselves.

It's possible I'm making this more difficult than necessary so let me know if I'm missing an obvious solution.

Via the PowerApps form users:

  1. Upload the file. When a button is clicked that file is then uploaded into the Sharepoint document control library.
  2. Specify metadata.

The metadata is then sent to a Flow which uses Update File Properties to update the appropriate metadata fields. All of the metadata updates fine except for Stakeholders. Stakeholders can be 0, 1, or more than 1 person. All stakeholders are selected via a single combobox on the form ("Combobox__Stakeholders").

Combobox__Stakeholders has Items set as:

 

 

Office365Users.SearchUser({searchTerm: ComboBox__Stakeholders.SearchText, top:10}) 

 

 


I don't know how Flow needs Stakeholders formatted so that they can be accepted in a multi-person field.  ANY help at all would be great.  I've tried MANY solutions some of which I remember enough to outline below.

 

Failed solutions:
I've tried sending over Stakeholders' emails as a semicolon deliminated string via:

 

 

Set(var__Metadata_update_results, 'Test:29f.3(PA)-UpdatemetadatafromBasic_form1'.Run(var__FileID, TextInput__Title.Text, Concat(ComboBox__Owner.SelectedItems, Mail, ";"), Concat(ComboBox__Approver.SelectedItems, Mail, ";"), Text(LookUp('Department List', Title=ComboBox__Department.Selected.Name, ID), "[$-en-US]#"), Text(LookUp('Document Type', Title=ComboBox__Document_Type.Selected.Name, ID), "[$-en-US]#"), Substitute(TextInput__Keywords.Text, Char(10), ";"), Concat(ComboBox__Stakeholders.SelectedItems, Mail, ";")).flowcomplete)

 

 

 

But the detail inputs array:

Stakeholder claims.jpg

sees that string as 1 user and thus rejects it since it can't find the concatenated use.  I was hoping it'd work because I was able to add multiple keywords/tags using that method.

 

I tried splitting the string of emails into an array then formatting to look like a normal array of claims and submitting it to Update File Properties using the "input entire array" format:

Claims snapshot.jpg

But this resulted in a "Bad gateway" error.

 

I think my lack of experience is making something relatively simple be extremely difficult.

If there's a way to directly edit metadata in a library with version history (both major & minor) enabled, then that would be even better since then I wouldn't have to keep tinkering with PowerApps and Flow.

 

Please let me know what other information you need to help me out.  Thank you!

1 ACCEPTED SOLUTION

Accepted Solutions
OmegaCaesar
Helper I
Helper I

I figured out how to do this.

 

The Input Entire Array within Update File Properties accepts a properly formatted table and can figure out the rest from there.  The formatting is simply:

 

 

[
{
"Claims": "email_1@domain.com"
},
{
"Claims": "email_2@domain.com"
},
...
{
"Claims": "email_N@domain.com"
}
]

 

 

Annoyingly, Flow will let you manually type in a string formatted as an array but won't let you just enter a variable which is a string.  A string was easy to create in PowerApps and pass to Flow but then Flow wouldn't let me put it in the Stakeholders field.

The challenge therefore became to make an array which the Input Entire Array section would accept.

 

I did that by:

  1. Put all Stakeholders' emails into a collection.  That creates an array which is perfect for my purposes except it's formatted to say "Mail" instead of "Claims".
  2. Fix the Mail vs. Claims issue by renaming the Collection column from Mail to Claims.
  3. However, Flow doesn't like to just accept Collections so you need to pass it via JSON.

    Code for steps 1-3:

 

 

ClearCollect(var__Collection__Stakeholders, ComboBox__Screen_Metadata__Stakeholders.SelectedItems.Mail);
ClearCollect(var__Collection__Stakeholders_Renamed, RenameColumns(var__Collection__Stakeholders, "Mail", "Claims"));
Set(var__JSON__Collection_Stakeholders_Renamed, JSON(var__Collection__Stakeholders_Renamed, IndentFour))​

 

Within Flow use Parse JSON and the output "Body" will be exactly formatted as Update File Properties requires.

View solution in original post

2 REPLIES 2
OmegaCaesar
Helper I
Helper I

I figured out how to do this.

 

The Input Entire Array within Update File Properties accepts a properly formatted table and can figure out the rest from there.  The formatting is simply:

 

 

[
{
"Claims": "email_1@domain.com"
},
{
"Claims": "email_2@domain.com"
},
...
{
"Claims": "email_N@domain.com"
}
]

 

 

Annoyingly, Flow will let you manually type in a string formatted as an array but won't let you just enter a variable which is a string.  A string was easy to create in PowerApps and pass to Flow but then Flow wouldn't let me put it in the Stakeholders field.

The challenge therefore became to make an array which the Input Entire Array section would accept.

 

I did that by:

  1. Put all Stakeholders' emails into a collection.  That creates an array which is perfect for my purposes except it's formatted to say "Mail" instead of "Claims".
  2. Fix the Mail vs. Claims issue by renaming the Collection column from Mail to Claims.
  3. However, Flow doesn't like to just accept Collections so you need to pass it via JSON.

    Code for steps 1-3:

 

 

ClearCollect(var__Collection__Stakeholders, ComboBox__Screen_Metadata__Stakeholders.SelectedItems.Mail);
ClearCollect(var__Collection__Stakeholders_Renamed, RenameColumns(var__Collection__Stakeholders, "Mail", "Claims"));
Set(var__JSON__Collection_Stakeholders_Renamed, JSON(var__Collection__Stakeholders_Renamed, IndentFour))​

 

Within Flow use Parse JSON and the output "Body" will be exactly formatted as Update File Properties requires.

OmegaCaesar
Helper I
Helper I

Update: Within Flow I later had to take a file's multi-person field ("Stakeholders1") and make a second file's multi-person field ("Stakeholders2") exactly match the first file's multi-person group.  Just putting Stakeholder1 claims into the Update File Properties for file2 didn't work.  What I did was:

  1. Create a new blank array variable called "Stakeholders_Array"
  2. Take the Body of Stakeholders1 and put that into an Apply to each.
  3. Within Apply to Each use Append to Array to append a FORMATTED version of the Email.

Stakeholder claims solution.png

That formats everything as:

[
  {
    "Claims": "Email1"
  },
  {
    "Claims": "Email2"
  }
...
]

Doing it other ways led to Power Automate putting a \ before the quotation marks which made Update File Properties unable to use it.

 

But now Stakeholders_Array can be input directly Update File Properties in "input entire array" mode.

Helpful resources

Announcements

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders     UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!  

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions in the Forums to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏   Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

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.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Top Solution Authors
Top Kudoed Authors
Users online (5,504)