cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Ian_C
Helper II
Helper II

Using Flow to replace SPD2010 workflow - Issue with look up fields

Hi, 

My scenario is that we have a master sharepoint list "Projects Master" on our Technology site which contains columns such as:

 

Project name

Project manager name

Programme

Programme manager name

etc.

 

Then on a sub site "Change team site" we have a number of sharepoint lists e.g. Risks and Issues, Benefits etc. 

Each of these lists uses a site column to look up the parent table "Projects"  to pull through the project information to which that entry applies.

 

We then have a workflow written in SPD2010 on out Risks and Issues list so that when the item was changed, if it's status was "High" then it sent an email notification to the Project manager.

With the demise of SPD2010 I now need to re-write this workflow in Automate. 

 

I have created a flow which triggers when an item is raised or changed. However when I try to send an email notification to the project manager I cannot find the field in the dynamic content of the trigger (Presumably because this is a look up field) 
Also there seems to be no id or value visible that I can use to make a "Get Item" call to the master list.

 

Please could anyone advise how to solve this issue as I have only started using Automate this month.

Many thanks
 

 

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Tom_Slosse ,

 

Finally solved the issue. Many thanks for your help in this.

 

As previously stated the Sharepoint list itself contained a lookup to the master table for the Project name etc.

However in the flow the Get Item did not contain any reference to that field so I could not use this in the Get items to interrogate the master table and bring back the desired fields for use in the flow.

 

Solution:

  • Add a hidden field into the Sharepoint list which is just a single line of text.
  • Edit the form logic so that the hidden field is updated in the form itself whenever the project lookup is changed.
  • Then within the flow you can now use the value of the hidden text field to do the "Get Items" interrogation of the master list.

View solution in original post

17 REPLIES 17
SVC_SP_Workflow
Frequent Visitor

Initialize a Variable , give it a Name. Type will be String. Value will be the url to your SharePoint List with ID. 

 

That should work.

Many thanks for your reply however what would be the syntax of the variable's value, and is the id the id of the trigger?
Would I then use that in a "Get Item" action? 

@SVC_SP_Workflow Apologies for being a newbie, just trying to pick this up from YouTube videos

 

Tom_Slosse
Memorable Member
Memorable Member

Hey @Ian_C 

 

 

Could share some screenshots of you Flow that you have made?

So if I understand it correctly you can't get the information on your rootsite where you need the information of the Projects Master list.

Normally when you use the action Get items you should be able to select your site and list to get the dynamic content.

 

Kind regards

 

Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Hi @Tom_Slosse ,

 

At the moment there is not much of a flow as I have encountered this straight away. 

Ian_C_0-1597758136208.png

My flow trigger is looking at a Sharepoint list which has look up fields in which are visible in the list

Ian_C_1-1597758216049.png

 

Then if the condition was not met I was going to send an email but cannot see the Programme Manager field in the dynamic content as it is a look up field to a list that resides on a parent site (Linked by the Project column).

Ian_C_3-1597758336148.png

 

If I use the Get items action I only have the ID from the trigger action, not the project ID 

Ian_C_4-1597758578400.png

 

Many thanks

 

The Syntax of your Variable Value is the Tenant url with List information.

 

https://contoso.sharepoint.com/sites/site name/Lists/...

Hey @Ian_C 

 

 

Try and put a Get Item action right behind your trigger with the same site address and same list (ID will be the one you get from the trigger) like the trigger and see if you get more information in the dynamic content in the Email action.

 

 

Hope this helps

 

Kind regards


Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Hi @Tom_Slosse , 

Just tried that but unfortunately cannot see the Project, Project manager or Programme manager fields in the dynamic content for that action either ☹️


Hey @Ian_C 

 

 

Are they present in that list?

 


Kind regards

 

Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Hi, @Tom_Slosse ,

so the Get items gets the same entry from the same list as the trigger action. The fields are visible on the Sharepoint list as they are look ups to the master table on the parent site.

What I need is to be able to get the value from the entry in the list that the lookup column is using to get the values from the Master project names table. This will be different for each entry in the sub table

 

 

Hi @SVC_SP_Workflow , I've got the list url and can put that into a variable. What I haven't got is the id from the trigger action which refers to that look up field. how would I get that and then use that variable?

 

Thanks 

Hey @Ian_C 

 

 

 

You could try something like this in the expressions tab:

body('Get_item')?['<ColumnName>']?['Value'] to get the value of the Project or Programme lookup field.

Normally it should show up as a SharePoint dynamic content after saving you Flow get back to the details an click edit again.

 

Kind regards

 

Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Hi @Tom_Slosse, many thanks for helping with this. It does feel like it's getting closer. 

However unfortunatly that didn't work.

I can understand that your suggestion is trying to get  the value for the look up from the body of the get item action. However when interogating the body of that action on the workflow run report that column isn't visible.

And the workflow fails with "The 'inputs.parameters' of workflow operation 'Get_item_from_Master_table' of type 'OpenApiConnection' is not valid. Error details: The resolved string values for the following parameters are invalid, they may not be null or empty: 'id'

I've simplified the workflow as much as possible so I'll post it here (your expression evaluates to the Project.Value):

Ian_C_0-1597766561118.png

Ian_C_1-1597766652847.png

 

 




Hey @Ian_C 

 

 

Now I see what you are trying to do.

The correct way to get those items is by using the action Get Items and then in the Filter Query Project eq '<Project.Value>'

Don't forget to put the value between single quotes.

Tom_Slosse_0-1598361472134.png

After this action you could use your Get item from master data with the ID you get back from the Get Items action.

 

 

The reason why it doesn't work is you pass the project.value to the ID of the item in your get item from master data table action and that will never work.

This action needs a SharePoint ID to get the item.

 

Hope this helps.

 

Kind regards

 

Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

HI @Tom_Slosse ,

Many thanks for your answer and I understand now that I have to do a "Get Items" from the master table filtering on the project value.  

Ian_C_0-1599662779287.png

The only problem is that I don't have that value.

I can see it when I look at the Sharepoint list but it does not appear anywhere within the body of the Get item action which I added after the trigger.

 

Ian_C_1-1599663172103.png

Is this a bug with Automate linking to Sharepoint?

 

Hi @Tom_Slosse ,

 

Finally solved the issue. Many thanks for your help in this.

 

As previously stated the Sharepoint list itself contained a lookup to the master table for the Project name etc.

However in the flow the Get Item did not contain any reference to that field so I could not use this in the Get items to interrogate the master table and bring back the desired fields for use in the flow.

 

Solution:

  • Add a hidden field into the Sharepoint list which is just a single line of text.
  • Edit the form logic so that the hidden field is updated in the form itself whenever the project lookup is changed.
  • Then within the flow you can now use the value of the hidden text field to do the "Get Items" interrogation of the master list.

Hey @Ian_C 

 

 

I'm glad the issue was solved.

No problem for the assistance, thats what the community is for.

 

Kind regards

 

Tom



If this reply has answered your question or solved your issue, please mark this question as answered.

Answered questions helps users in the future who may have the same issue or question quickly find a resolution via search. If you liked my response, please consider giving it a thumbs up.

Helpful resources

Announcements

Tuesday Tip: Getting Started with Private Messages & Macros

Welcome to 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.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   This Week's Tip: Private Messaging & Macros in Power Apps Community   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!   Our Knowledge Base article about private messaging and macros is the best place to find out more. Check it out today and discover some key tips and tricks when it comes to messages and macros:   Private Messaging: Learn how to enable private messages in your community profile and ensure you’re connected with other community membersMacros Explained: Discover the convenience of macros—prewritten text snippets that save time when posting in forums or sending private messagesCreating Macros: Follow simple steps to create your own macros for efficient communication within the Power Apps CommunityUsage Guide: Understand how to apply macros in posts and private messages, enhancing your interaction with the Community For detailed instructions and more information, visit the full page in your community today:Power Apps: Enabling Private Messaging & How to Use Macros (Power Apps)Power Automate: Enabling Private Messaging & How to Use Macros (Power Automate)  Copilot Studio: Enabling Private Messaging &How to Use Macros (Copilot Studio) Power Pages: Enabling Private Messaging & How to Use Macros (Power Pages)

Tuesday Tip: Subscriptions & Notifications

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week: All About Subscriptions & Notifications We don't want you to a miss a thing in the Community! The best way to make sure you know what's going on in the News & Announcements, to blogs you follow, or forums and galleries you're interested in is to subscribe! These subscriptions ensure you receive automated messages about the most recent posts and replies. Even better, there are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.     You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.     Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.     Subscribing to a Label Find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe.     Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu.     From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.

Monthly Community User Group Update | April 2024

The monthly Community User Group Update is your resource for discovering User Group meetings and events happening around the world (and virtually), welcoming new User Groups to our Community, and more! Our amazing Community User Groups are an important part of the Power Platform Community, with more than 700 Community User Groups worldwide, we know they're a great way to engage personally, while giving our members a place to learn and grow together.   This month, we welcome 3 new User Groups in India, Wales, and Germany, and feature 8 User Group Events across Power Platform and Dynamics 365. Find out more below. New Power Platform User Groups   Power Platform Innovators (India) About: Our aim is to foster a collaborative environment where we can share upcoming Power Platform events, best practices, and valuable content related to Power Platform. Whether you’re a seasoned expert or a newcomer looking to learn, this group is for you. Let’s empower each other to achieve more with Power Platform. Join us in shaping the future of digital transformation!   Power Platform User Group (Wales) About: A Power Platform User Group in Wales (predominantly based in Cardiff but will look to hold sessions around Wales) to establish a community to share learnings and experience in all parts of the platform.   Power Platform User Group (Hannover) About: This group is for anyone who works with the services of Microsoft Power Platform or wants to learn more about it and no-code/low-code. And, of course, Microsoft Copilot application in the Power Platform.   New Dynamics365 User Groups   Ellucian CRM Recruit UK (United Kingdom) About: A group for United Kingdom universities using Ellucian CRM Recruit to manage their admissions process, to share good practice and resolve issues.    Business Central Mexico (Mexico City) About:  A place to find documentation, learning resources, and events focused on user needs in Mexico. We meet to discuss and answer questions about the current features in the standard localization that Microsoft provides, and what you only find in third-party locations. In addition, we focus on what's planned for new standard versions, recent legislation requirements, and more. Let's work together to drive request votes for Microsoft for features that aren't currently found—but are indispensable.   Dynamics 365 F&O User Group (Dublin) About: The Dynamics 365 F&O User Group - Ireland Chapter meets up in person at least twice yearly in One Microsoft Place Dublin for users to have the opportunity to have conversations on mutual topics, find out what’s new and on the Dynamics 365 FinOps Product Roadmap, get insights from customer and partner experiences, and access to Microsoft subject matter expertise.  Upcoming Power Platform Events    PAK Time (Power Apps Kwentuhan) 2024 #6 (Phillipines, Online) This is a continuation session of Custom API. Sir Jun Miano will be sharing firsthand experience on setting up custom API and best practices. (April 6, 2024)       Power Apps: Creating business applications rapidly (Sydney) At this event, learn how to choose the right app on Power Platform, creating a business application in an hour, and tips for using Copilot AI. While we recommend attending all 6 events in the series, each session is independent of one another, and you can join the topics of your interest. Think of it as a “Hop On, Hop Off” bus! Participation is free, but you need a personal computer (laptop) and we provide the rest. We look forward to seeing you there! (April 11, 2024)     April 2024 Cleveland Power Platform User Group (Independence, Ohio) Kickoff the meeting with networking, and then our speaker will share how to create responsive and intuitive Canvas Apps using features like Variables, Search and Filtering. And how PowerFx rich functions and expressions makes configuring those functionalities easier. Bring ideas to discuss and engage with other community members! (April 16, 2024)     Dynamics 365 and Power Platform 2024 Wave 1 Release (NYC, Online) This session features Aric Levin, Microsoft Business Applications MVP and Technical Architect at Avanade and Mihir Shah, Global CoC Leader of Microsoft Managed Services at IBM. We will cover some of the new features and enhancements related to the Power Platform, Dataverse, Maker Portal, Unified Interface and the Microsoft First Party Apps (Microsoft Dynamics 365) that were announced in the Microsoft Dynamics 365 and Power Platform 2024 Release Wave 1 Plan. (April 17, 2024)     Let’s Explore Copilot Studio Series: Bot Skills to Extend Your Copilots (Makati National Capital Reg... Join us for the second installment of our Let's Explore Copilot Studio Series, focusing on Bot Skills. Learn how to enhance your copilot's abilities to automate tasks within specific topics, from booking appointments to sending emails and managing tasks. Discover the power of Skills in expanding conversational capabilities. (April 30, 2024)   Upcoming Dynamics365 Events    Leveraging Customer Managed Keys (CMK) in Dynamics 365 (Noida, Uttar Pradesh, Online) This month's featured topic: Leveraging Customer Managed Keys (CMK) in Dynamics 365, with special guest Nitin Jain from Microsoft. We are excited and thankful to him for doing this session. Join us for this online session, which should be helpful to all Dynamics 365 developers, Technical Architects and Enterprise architects who are implementing Dynamics 365 and want to have more control on the security of their data over Microsoft Managed Keys. (April 11, 2024)       Stockholm D365 User Group April Meeting (Stockholm) This is a Swedish user group for D365 Finance and Operations, AX2012, CRM, CE, Project Operations, and Power BI.  (April 17, 2024)         Transportation Management in D365 F&SCM Q&A Session (Toronto, Online) Calling all Toronto UG members and beyond! Join us for an engaging and informative one-hour Q&A session, exclusively focused on Transportation Management System (TMS) within Dynamics 365 F&SCM. Whether you’re a seasoned professional or just curious about TMS, this event is for you. Bring your questions! (April 26, 2024)   Leaders, Create Your Events!    Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you. Just leave a comment or send a PM here in the Community!

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

We have closed kudos on this post at this time. Thank you to everyone who kudo'ed their RSVP--your invitations are coming soon!  Miss the window to RSVP? Don't worry--you can catch the recording of the meeting this week in the Community.  Details coming soon!   *****   It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Blogging in the Community is a Great Way to Start

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Topic: Blogging in the Community Are you new to our Communities and feel like you may know a few things to share, but you're not quite ready to start answering questions in the forums? A great place to start is the Community blog! Whether you've been using Power Platform for awhile, or you're new to the low-code revolution, the Community blog is a place for anyone who can write, has some great insight to share, and is willing to commit to posting regularly! In other words, we want YOU to join the Community blog.    Why should you consider becoming a blog author? Here are just a few great reasons. 🎉   Learn from Each Other: Our community is like a bustling marketplace of ideas. By sharing your experiences and insights, you contribute to a dynamic ecosystem where makers learn from one another. Your unique perspective matters! Collaborate and Innovate: Imagine a virtual brainstorming session where minds collide, ideas spark, and solutions emerge. That’s what our community blog offers—a platform for collaboration and innovation. Together, we can build something extraordinary. Showcase the Power of Low-Code: You know that feeling when you discover a hidden gem? By writing about your experience with your favorite Power Platform tool, you’re shining a spotlight on its capabilities and real-world applications. It’s like saying, “Hey world, check out this amazing tool!” Earn Trust and Credibility: When you share valuable information, you become a trusted resource. Your fellow community members rely on your tips, tricks, and know-how. It’s like being the go-to friend who always has the best recommendations. Empower Others: By contributing to our community blog, you empower others to level up their skills. Whether it’s a nifty workaround, a time-saving hack, or an aha moment, your words have impact. So grab your keyboard, brew your favorite beverage, and start writing! Your insights matter and your voice counts! With every blog shared in the Community, we all do a better job of tackling complex challenges with gusto. 🚀 Welcome aboard, future blog author! ✍️💻🌟 Get started blogging across the Power Platform Communities today! Just follow one of the links below to begin your blogging adventure.   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studio: https://powerusers.microsoft.com/t5/Copilot-Studio-Community-Blog/bg-p/PVACommunityBlog Power Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for the Message Admins button like this on the page's right rail, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!

Launch Event Registration: Redefine What's Possible Using AI

  Join Microsoft product leaders and engineers for an in-depth look at the latest features in Microsoft Dynamics 365 and Microsoft Power Platform. Learn how advances in AI and Microsoft Copilot can help you connect teams, processes, and data, and respond to changing business needs with greater agility. We’ll share insights and demonstrate how 2024 release wave 1 updates and advancements will help you:   Streamline business processes, automate repetitive tasks, and unlock creativity using the power of Copilot and role-specific insights and actions. Unify customer data to optimize customer journeys with generative AI and foster collaboration between sales and marketing teams. Strengthen governance with upgraded tools and features. Accelerate low-code development  using natural language and streamlined tools. Plus, you can get answers to your questions during our live Q&A chat! Don't wait--register today by clicking the image below!      

Users online (3,514)