cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Compare two SharePoint lists and calculate travel expense

I am looking forward to your support in order to solve a problem with Power Automate from Microsoft. My level in Power Automate is beginner.

I would like to solve a problem by configuring a flow in Power Automate, rather than using SharePoint formulas for calculated columns:

  1. SharePoint List "A" includes several different columns to calculate travel expenses. First let's assume the choice column "Breakfast" is set to the value "Yes" (only yes and no are possible options)
  2. The flow needs to check now, which country appears in the single line of text column "Destination" in the SharePoint List "A"
  3. Once the country has been checked, e.g. France, it needs to check now a different SharePoint list, called "B" (same SharePoint site).
  4. SharePoint List "B" includes three columns. The first one is the generic ID column, called „ID“, the second one includes all available destinations (232) called „Available Destinations“ and the third one („Reimbursement rate“) the corresponding reimbursement rate, the traveller is entitled to, e.g. ID 34, Destination: France, reimbursement rate: 60

    5. The flow needs to check SharePoint list "B", find the same destination it has detected in SharePoint list "A" - in this case "France" - and check the corresponding reimbursement rate, in this case 60.

    6. Now the flow needs to take the number 60, multiply by 0,2 and the result needs to appear in SharePoint list "A" in a column called "Breakfast deduction" (which type?).

    Please let me know, whether this is possible. If yes, would you be so kind and describe how to configure the flow step by step. If you need more information, do not hesitate to ask.

Thank you!

1 ACCEPTED SOLUTION

Accepted Solutions
Rhiassuring
Super User
Super User

So I think for the 20, 40, 40 situation, I'd start this way:

Rhiassuring_3-1685227865495.png

We're going to populate that with our total percentage based on the number / types of meals.

 

There's probably a billion ways to do this, but since you only have 3 possible outcomes, I'm going to do it this way:

 

Rhiassuring_4-1685227966395.png

 

I am using an "If" expression inside of "Increment Variable" actions to say "hey, if this is a "Yes", then increment it. If it's not, then, don't."

 

Finally I've just updated our Compose (in the last post) to use - instead of 0.2 - the variable we've created, numMeals.

 

Let's run some tests here...

Rhiassuring_5-1685228119070.png

 

 

That looks right to me....

 

 

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



View solution in original post

5 REPLIES 5
Rhiassuring
Super User
Super User

Hello, 

 

It's possible!  First question though - where did the 0.2 come from? Is that different depending on the type of deduction, or no?  


Also, so I understand the pretense - this means that the submission for Breakfast in France is entitled to up to 60 (dollars) reimbursement, right? But does this then mean that truly you're only reimbursing for 20% of the value? 

 

To me, it would make more sense if the "Reimbursement Rate" was 20%, and the Breakfast submission was for $60, and you were calculating 20% of Breakfast ... but maybe I am totally off base.

 

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



Anonymous
Not applicable

Hi!

Thanks for your quick reply. As for the 20% or 0,2 (as I am configuring this process in a german sharepoint online environment or power automate environment, I need to use comma for example), it goes like this:

 

I have a list of around 230 destinations worldwide (e.g. the U.S. includes around 12 destinations, such as L.A., N.Y. etc.). Now, in this list (available as Excel and SharePoint list) I have a destination column and three more number columns, which show the "reimbursement rate" (not sure, whether this is the right term anyway) depending on the length of the stay per day. One column says 24 hours, the secon 11 hours to 23 hours 59 minutes and the third says up to 11 hours. However, for this case, we can forget about the second and third column, as we do not need it. We need to look at the first number column only.

 

So, the list has the destination column, the ID column and the "Reimbursement rate" column. The reimbursement rate column includes the reimbursement rate one gets per day, when travelling to a specific destination. As we have around 230 destinations, EACH destination has a different reimbursement rate (e.g. if you stay in N.Y. you might receive one Euro more per day, than if you stay in Miami).

 

Finally, I want to deduct from this rate each time 20%, if the traveller has ticked "Yes" in the breakfast column (choice column). There are two more columns, "lunch" and "dinner". if these columns are checked with "Yes" I need to deduct 40% for each column. E.g. the destination is "France - Paris". In day one I have checked Breakfast yes, lunch no, and dinner yes. Than I will deduct 20% from 60 Euro AND 40% from 60 Euro. In the end I will receive 24 Euro for day one. If I check all three columns with yes, I will receive nothing for day one.

 

I hope this helps to clarify the process. So far, I have implemented this process mainly with sharepoint formulas, but due to technical restrictions (maximum 277 columns in a sharepoint list and maximum of 48 calculated columns in a sharepoint list and maximum of 19 nested IF (in german WENN) functions per calculated column, etc.) I am considering a solution with power automate.

Rhiassuring
Super User
Super User

Ahhh, I see. 

 

I was thinking of it in terms of an expense process, but it looks like you're more of a .. travelling company, maybe? I'm super curious about the scenario here hahah.

 

Anyway, I get it.  Let's start with the first question, which was only about getting the reimbursement rate for one item.

 

I'm Canadian so I'll use the format of 0.2, so my system doesn't implode.

 

One thing that will be important is the type of column you are using for Destination. Is it a simple choice field? Is it managed metadata? Is it free text? Is it a look-up? 

 

Right now I'm going to pretend it's a choice field / single line of text, for the same of this example. (But, I'd recommend using Managed Metadata.)

 

The same is true of your "Yes / No" column. Are you using the checkbox (default yes / no column), or are you using a choice column with yes or no in it? In this example, I'll use the default yn column.

 

I've set up my list of Reimbursement Rates like this (I've renamed my "Title" column to "Destination")

Rhiassuring_0-1685224140474.png

 

And my submission list will look like this:

Rhiassuring_6-1685226159096.png

 

So.. let's build the flow. 

 

Step 1... "When a new item is created", aimed at List A ("Expense Submissions")

 

Step 2...  "Get Items" from ApprovalMatrix filtering on the Destination. That'll look like this:

Rhiassuring_5-1685225960055.png

 

Step 3.. MATH.  We're going to do 2 operations in this...

 

A) Multiply the output from the Reimbursement Rate by 0.2. I'm using a Compose action, with the following expression:

 

mul(outputs('Get_items')?['body/value']?[0]?['ReimbursementRate'],0.2)
 
I am doing that because since we are using a "Get Items" (we have to use it unless we always know the ID), Power Automate isn't smart enough to know we only have one item, so it wants to Apply to Each. So if you KNOW you'll only ever have one result, you can take it right out - using that format. The [0] is telling it "just give me the one value I know you're holding.)
 
So really, it's mul(ReimburesmentRate,0.2).
 
B) Subtract the multiplication output from the reimbursement rate itself. I am just folding the expression around the previous one:
 Rhiassuring_9-1685226638891.png

sub(outputs('Get_items')?['body/value']?[0]?['ReimbursementRate'],mul(outputs('Get_items')?['body/value']?[0]?['ReimbursementRate'],0.2))
 
 I added the grey to show the old expression in there as well. This is just the most efficient way to do it, with both of them in the same action, but you could split them into 2 composes. Anyway. We're just saying "Take that original number you got from the Approval Matrix, and subtract the output of the multiplication from it."

 

Step 4.. for now, with this one value, is to update the associated item with the calculation. That looks like this: 

Rhiassuring_8-1685226382634.png

 

Notice that I emptied out the Breakfast/Lunch/Dinner values so they don't get overridden.  I used the "ID" and "Title" from the Dynamic Content in the original trigger. The "Outputs" is just from the Compose right before this, since it holds the value.

 

Rhiassuring_10-1685226755052.png

BUT... I now know this isnt your real, full need. We need to do the 20%, 40%, Nothing scenario. I'll do that in the next post so there's a clear delineation. 

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



Rhiassuring
Super User
Super User

So I think for the 20, 40, 40 situation, I'd start this way:

Rhiassuring_3-1685227865495.png

We're going to populate that with our total percentage based on the number / types of meals.

 

There's probably a billion ways to do this, but since you only have 3 possible outcomes, I'm going to do it this way:

 

Rhiassuring_4-1685227966395.png

 

I am using an "If" expression inside of "Increment Variable" actions to say "hey, if this is a "Yes", then increment it. If it's not, then, don't."

 

Finally I've just updated our Compose (in the last post) to use - instead of 0.2 - the variable we've created, numMeals.

 

Let's run some tests here...

Rhiassuring_5-1685228119070.png

 

 

That looks right to me....

 

 

 

______________________________________________________________


Did this answer your question? Please mark it as the solution.
Did it contribute positively towards finding the final solution? Please give it a thumbs up.

I answer questions on the forum for 2-3 hours every Thursday!



Anonymous
Not applicable

Thank you!!

I will test it on my side and get back to as soon as possible. And no, we are not a travel company. We simply have lots of employees traveling around the world and quite complicated rules to follow, concerning travel expenses and reimbursement. 

Helpful resources

Announcements

It's #MPPC23 Week! Check Out the Community Sessions and Events Happening in Vegas

After all the planning and preparing, the annual Microsoft Power Platform Conference is finally here! We are excited to see so many of our community in Las Vegas this week. To help make sure you don't miss any of the workshops, sessions, and events we have planned, make sure to check out this handy Community One-Sheet, and download the pdf today! Make sure to stop by the Community Lounge to meet @hugobernier, @EricArcher, @heaher_italent, and @AshleyFelts from our team!    

Join Us for the First-Ever Biz Apps Community User Group Meeting: Live from MPPC23

      Join us for the first-ever the Biz Apps Community User Group meeting live from the Power Platform Conference! This one hour user group meeting is all about discovering the value and benefits of User Groups! Discover how you can find a group in your local area or about specific topics where you can learn new skills and meet like-minded people as a user group member.   Hear from User Group leaders about why they do what they do and what resources they receive to help them succeed as community ambassadors. If you have never attended a User Group meeting before, this will be a great introduction! We hope you are inspired to find a group that meets your unique interests!   October 5th at 2:15 pm Pacific time   If you're attending #MPPC23 in Las Vegas, join us in person! Find out more here: https://powerplatformconf.com/#!/session/Biz%20Apps%20Community%20User%20Group%20Meeting%20-%20Live%20from%20MPPC/6172   Not at MPPC23? Attend vvirtually by registering here: https://aka.ms/MPPCusergroupmeeting2023    If you can't attend this meeting live, don't worry! We will record this meeting and share it with the Community at powerusers.microsoft.com 

Back to Basics: Tuesday Tip #1: All About YOUR Community Account

We are excited to kick off our new #TuesdayTIps series, "Back to Basics." This weekly series is our way of helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we will feature new areas of content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     This Week's Tips: Account Support: Changing Passwords, Changing Email Addresses or Usernames, "Need Admin Approval," Etc.Wondering how to get support for your community account? Check out the details on these common questions and more. Just follow the link below for articles that explain it all.Community Account Support - Power Platform Community (microsoft.com)   All About GDPR: How It Affects Closing Your Community Account (And Why You Should Think Twice Before You Do)GDPR, the General Data Protection Regulation (GDPR), took effect May 25th 2018. A European privacy law, GDPR imposes new rules on companies and other organizations offering goods and services to people in the European Union (EU), or that collect and analyze data tied to EU residents. GDPR applies no matter where you are located, and it affects what happens when you decide to close your account. Read the details here:All About GDPR - Power Platform Community (microsoft.com)   Getting to Know You: Setting Up Your Community Profile, Customizing Your Profile, and More.Your community profile helps other members of the community get to know you as you begin to engage and interact. Your profile is a mirror of your activity in the community. Find out how to set it up, change your avatar, adjust your time zone, and more. Click on the link below to find out how:Community Profile, Time Zone, Picture (Avatar) & D... - Power Platform Community (microsoft.com)   That's it for this week. Tune in for more Tuesday Tips next Tuesday and join the community as we get "Back to Basics."

Announcing the MPPC's Got Power Talent Show at #MPPC23

Are you attending the Microsoft Power Platform Conference 2023 in Las Vegas? If so, we invite you to join us for the MPPC's Got Power Talent Show!      Our talent show is more than a show—it's a grand celebration of connection, inspiration, and shared journeys. Through stories, skills, and collective experiences, we come together to uplift, inspire, and revel in the magic of our community's diverse talents. This year, our talent event promises to be an unforgettable experience, echoing louder and brighter than anything you've seen before.    We're casting a wider net with three captivating categories:  Demo Technical Solutions: Show us your Power Platform innovations, be it apps, flows, chatbots, websites or dashboards... Storytelling: Share tales of your journey with Power Platform. Hidden Talents: Unveil your creative side—be it dancing, singing, rapping, poetry, or comedy. Let your talent shine!    Got That Special Spark? A Story That Demands to Be Heard? Your moment is now!  Sign up to Showcase Your Brilliance: https://aka.ms/MPPCGotPowerSignUp  Deadline for submissions: Thursday, Sept 28th    How It Works:  Submit this form to sign up: https://aka.ms/MPPCGotPowerSignUp  We'll contact you if you're selected. Get ready to be onstage!  The Spotlight is Yours: Each participant has 3-5 minutes to shine, with insightful commentary from our panel of judges. We’re not just giving you a stage; we’re handing you the platform to make your mark.     Be the Story We Tell: Your talents and narratives will not just entertain but inspire, serving as the bedrock for our community’s future stories and successes.    Celebration, Surprises, and Connections: As the curtain falls, the excitement continues! Await surprise awards and seize the chance to mingle with industry experts, Microsoft Power Platform leaders, and community luminaries. It's not just a show; it's an opportunity to forge connections and celebrate shared successes.    Event Details:  Date and Time: Wed Oct 4th, 6:30-9:00PM   Location: MPPC23 at the MGM Grand, Las Vegas, NV, USA  

September User Group Success Story: Reading Dynamics 365 & Power Platform User Group

The Reading Dynamics 365 and Power Platform User Group is a community-driven initiative that started in September 2022. It has quickly earned recognition for its enthusiastic leadership and resilience in the face of challenges. With a focus on promoting learning and networking among professionals in the Dynamics 365 and Power Platform ecosystem, the group has grown steadily and gained a reputation for its commitment to its members!   The group, which had its inaugural event in January 2023 at the Microsoft UK Headquarters in Reading, has since organized three successful gatherings, including a recent social lunch. They maintain a regular schedule of four events per year, each attended by an average of 20-25 enthusiastic participants who enjoy engaging talks and, of course, pizza.   The Reading User Group's presence is primarily spread through LinkedIn and Meetup, with the support of the wider community. This thriving community is managed by a dedicated team consisting of Fraser Dear, Tim Leung, and Andrew Bibby, who serves as the main point of contact for the UK Dynamics 365 and Power Platform User Groups.   Andrew Bibby, an active figure in the Dynamics 365 and Power Platform community, nominated this group due to his admiration for the Reading UK User Group's efforts. He emphasized their remarkable enthusiasm and success in running the group, noting that they navigated challenges such as finding venues with resilience and smiles on their faces. Despite being a relatively new group with 20-30 members, they have managed to achieve high attendance at their meetings.   The group's journey began when Fraser Dear moved to the Reading area and realized the absence of a user group catering to professionals in the Dynamics 365 and Power Platform space. He reached out to Andrew, who provided valuable guidance and support, allowing the Reading User Group to officially join the UK Dynamics 365 and Power Platform User Groups community.   One of the group's notable achievements was overcoming the challenge of finding a suitable venue. Initially, their "home" was the Microsoft UK HQ in Reading. However, due to office closures, they had to seek a new location with limited time. Fortunately, a connection with Stephanie Stacey from Microsoft led them to Reading College and its Institute of Technology. The college generously offered them event space and support, forging a mutually beneficial partnership where the group promotes the Institute and encourages its members to support the next generation of IT professionals.   With the dedication of its leadership team, the Reading Dynamics 365 and Power Platform User Group is poised to continue growing and thriving! Their story exemplifies the power of community-driven initiatives and the positive impact they can have on professional development and networking in the tech industry. As they move forward with their upcoming events and collaborations with Reading College, the group is likely to remain a valuable resource for professionals in the Reading area and beyond.  

A Celebration of What We've Achieved--And Announcing Our Winners

As the sun sets on the #SummerofSolutions Challenge, it's time to reflect and celebrate! The journey we embarked upon together was not just about providing answers – it was about fostering a sense of community, encouraging collaboration, and unlocking the true potential of the Power Platform tools.   From the initial announcement to the final week's push, the Summer of Solutions Challenge has been a whirlwind of engagement and growth. It was a call to action for every member of our Power Platform community, urging them to contribute their expertise, engage in discussions, and elevate collective knowledge across the community as part of the low-code revolution.   Reflecting on the Impact As the challenge ends, it's essential to reflect on the impact it’s had across our Power Platform communities: Community Resilience: The challenge demonstrated the resilience of our community. Despite geographical distances and diverse backgrounds, we came together to contribute, learn, and collaborate. This resilience is the cornerstone of our collective strength.Diverse Expertise: The solutions shared during the challenge underscore the incredible expertise within our community. From intricate technical insights to creative problem-solving, our members showcased their diverse skill sets, enhancing our community's depth.Shared Learning: Solutions spurred shared learning. They provided opportunities for members to grasp new concepts, expand their horizons, and uncover the Power Platform tools' untapped potential. This learning ripple effect will continue to shape our growth. Empowerment: Solutions empowered community members. They validated their knowledge, boosted their confidence, and highlighted their contributions. Each solution shared was a step towards personal and communal empowerment. We are proud and thankful as we conclude the Summer of Solutions Challenge. The challenge showed the potential of teamwork, the benefit of knowledge-sharing, and the resilience of our Power Platform community. The solutions offered by each member are more than just answers; they are the expression of our shared commitment to innovation, growth, and progress!     Drum roll, Please... And now, without further ado, it's time to announce the winners who have risen above the rest in the Summer of Solutions Challenge!   These are the top community users and Super Users who have not only earned recognition but have become beacons of inspiration for us all.   Power Apps Community:  Community User Winner: @SpongYe Super User Winner: Pending Acceptance Power Automate Community:  Community User Winner: @trice602 Super User Winner: @Expiscornovus  Power Virtual Agents Community: Community User Winner: Pending AcceptanceSuper User: Pending Acceptance Power Pages Community: Community User Winner: @OOlashyn Super User Winner: @ChristianAbata   We are also pleased to announced two additional tickets that we are awarding to the Overall Top Solution providers in the following communities:    Power Apps: @LaurensM   Power Automate: @ManishSolanki    Thank you for making this challenge a resounding success. Your participation has reaffirmed the strength of our community and the boundless potential that lies within each of us. Let's keep the spirit of collaboration alive as we continue on this incredible journey in Power Platform together.Winners, we will see you in Vegas! Every other amazing solutions superstar, we will see you in the Community!Congratulations, everyone!

Users online (3,861)