Flow retrieves the wrong data from a SP List

[PaulRobbo1]

I have a flow which runs and recovers the data from the SP List but it is from the wrong ID#. It appears to be recovering data from the next row in the list rather than the specific ID#. It sends the email as it should with the relevant data fields.

Anyone have a similar issue or a way to resolve it and get the correct data?

Thanks.

[Expiscornovus]

Hi @PaulRobbo1,

Every form submission has it's unique response id. Every list item will have it's own unique list item id. Those different ids will not match by default. You either need to store the form response id within your list item, or match on another field (like the responder's email).

Typically a Get Items action with a Filter Query is used for this kind of matching.

[PaulRobbo1]

Hi and thanks for the reply. I have changed the filed to Responders email in the get item box and the email no longer comes through. Frustrating

[Expiscornovus]

Hi @PaulRobbo1,

Apologies if it was not clear. But my suggestion was to use a different action.

And you need to match it on a certain field. For example in my test list I have a field called ResponderField, which store the name of the person. You can use that for the matching. Do you have such a field in your SharePoint List?

If so, the setup of the Get Items could be like below

YourInternalFieldName/EMail eq '@{outputs('Get_response_details')?['body/responder']}'

[PaulRobbo1]

Changed it to this and now it fails ☹

[PaulRobbo1]

Sorry but this is new to me and I am still learning

[Expiscornovus]

Hi @PaulRobbo1,

Don't worry, I will help you out and we can fix this together.

The Filter Query field in the Get Items action is listed under the Show advanced options button.

Can you also share a screenshot of your FCN Enquiry Tracker list? This will help us to find a Filter Query which works for your specific FCN list.

[PaulRobbo1]

[Expiscornovus]

Hi @PaulRobbo1,

Thanks for sharing that screenshot. The Enquirer Email field looks like a good candidate. 

My guess is that the internal field name is EnquirerEmail. So, in your setup you could try and use

EnquirerEmail eq '@{outputs('Get_response_details')?['body/responder']}'

Below is a gif (click on it to see it in high resolution) how you could configure this

[PaulRobbo1]

Thanks again, did this but still failed

[Expiscornovus]

Hi @PaulRobbo1,

1. What error did you get, can you share a screenshot?

2. Your internal field name might be different. That is worth double checking. 

Go the the list settings. Click on the Enquirer Email column and have a look in the address bar of your browser. At the end (after Field=) the internal field name should be listed.

[PaulRobbo1]

[Expiscornovus]

Hi @PaulRobbo1 

Thanks, try the filter

Enquirer_x0020_Email eq '@{outputs('Get_response_details')?['body/responder']}'

[PaulRobbo1]

Nearly there. 😁

This is what I have entered with the data to be displayed

This is what I get

Status and Last modified by are all over the place

[PaulRobbo1]

And it has just sent me emails for all the entries my name is against

[Expiscornovus]

Hi @PaulRobbo1,

For the Status part in your email use the Status Value field instead of the Status field. For the Modified By part use for example the Modified By DisplayName field instead of the Modified By field.

[PaulRobbo1]

Well that worked well, thank you but it is still sending multiple responses. I asked for an update on ID 38 and I got ID 27, 36, 37, 38, 39 and 43 😩

[Expiscornovus]

Hi @PaulRobbo1,

That is what I explained in one of my first replies. You need some kind of mechanism to match to the correct item.

To fix this we need a more specific filter. Filtering on Enquirer Email alone is not sufficient in your case (it will find multiple items and there will sent multiple emails).

Can you explain me how Microsoft Forms should know which specific item it needs to collect from your list (in this case with ID 38)? Which combination of fields makes the item unique?

That logic needs to be applied in the Filter Query.

Another approach would be to store the response id in a separate field in the list item. That will make matching a lot easier. How are you creating the items in the SharePoint list? (With a separate flow?)

[PaulRobbo1]

 The Form askes for the ID number that is created when the row is added to the list and this number is given to the enquirer in an email created by a flow. The SharePoint list is created by a flow which works with no issues at all. I cannot find anywhere that the Response ID is mentioned in settings in SharePoint.

[PaulRobbo1]

I have just realised that all the responses that came back are one I submitted using the same email address so it will obviously send a response to all those ID numbers 🙄 However, we do need to make the filter more specific as individuals may submit more than one enquiry.