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How to check if an item exists on a SharePoint list

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Posted on by sherwintan77

I have an EmployeeID field in Microsoft Forms. When the form is submitted, I'd like to check if the EmployeeID exists in a Sharepoint List I've created (Employees table with column name EmployeeID). If it does not exist, Send email to notify me.

Any help would be appreciated!

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v-yamao-msft on at

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Hi sherwintan77,

Please try to add an action “SharePoint – Get items” to get the items in the list, then add a Condition, if the EmployeeID in MicrosoftForms is equal to EmployeeID in SharePoint list, do nothing, if no, send you an email.

Hope this works for your scenario. Please try it on your side to see if it will work for you.

Best regards,
Mabel Mao

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sherwintan77 62 on at

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Hi Mabel,

Thanks for your response. I did that but I get a bad request in Get Items:

Spoiler (Highlight to read)
Outputs
Status code
400
Headers
{
  "Pragma": "no-cache",
  "x-ms-request-id": "f94641b8-7d25-4dfa-884f-71f238b0f45a",
  "Timing-Allow-Origin": "*",
  "Cache-Control": "no-cache",
  "Date": "Fri, 29 Sep 2017 19:55:23 GMT",
  "Set-Cookie": "ARRAffinity=1c9e178b01a7edf5c61dddca8a1b25611827b36b00452aca3fbb81b8878998b1;Path=/;HttpOnly;Domain=sharepointonlineconnectionprovider-westus.tip0-westus.p.azurewebsites.net",
  "X-AspNet-Version": "4.0.30319",
  "X-Powered-By": "ASP.NET",
  "Content-Length": "381",
  "Content-Type": "application/json; charset=utf-8",
  "Expires": "-1"
}

Body
{
  "status": 400,
  "message": "The query is not valid.\r\nclientRequestId: f94641b8-7d25-4dfa-884f-71f238b0f45a",
  "source": "https://mycompany.sharepoint.com/sites/teamstan/_api/SP.APIHubConnector.GetListItems(listName='a34b9222-f4f2-40d1-9b4d-0de2e5f087fb',queryOptions=@q)?@q='%2524filter%3d123456'",
  "errors": [
    "-1",
    "Microsoft.SharePoint.SPException"
  ]
}
OutputsStatus code400Headers{  "Pragma": "no-cache",  "x-ms-request-id": "f94641b8-7d25-4dfa-884f-71f238b0f45a",  "Timing-Allow-Origin": "*",  "Cache-Control": "no-cache",  "Date": "Fri, 29 Sep 2017 19:55:23 GMT",  "Set-Cookie": "ARRAffinity=1c9e178b01a7edf5c61dddca8a1b25611827b36b00452aca3fbb81b8878998b1;Path=/;HttpOnly;Domain=sharepointonlineconnectionprovider-westus.tip0-westus.p.azurewebsites.net",  "X-AspNet-Version": "4.0.30319",  "X-Powered-By": "ASP.NET",  "Content-Length": "381",  "Content-Type": "application/json; charset=utf-8",  "Expires": "-1"}Body{  "status": 400,  "message": "The query is not valid.\r\nclientRequestId: f94641b8-7d25-4dfa-884f-71f238b0f45a",  "source": "https://mycompany.sharepoint.com/sites/teamstan/_api/SP.APIHubConnector.GetListItems(listName='a34b9222-f4f2-40d1-9b4d-0de2e5f087fb',queryOptions=@q)?@q='%2524filter%3d123456'",  "errors": [    "-1",    "Microsoft.SharePoint.SPException"  ]}
Not sure what I'm doing wrong. 😞

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faustocapellanj 1,662 on at

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Hi @sherwintan77,

Can you please post screenshots of your Flow steps?

Thanks.

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sherwintan77 62 on at

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Sorry, here you go:
SAP ID is the employee ID.

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sherwintan77 62 on at

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Ok I got his to work. Instead of just simply adding a condition, I specifically added an 'Apply to Each' from the 'More' option.

So basically my flow is this:
When a new response is submitted (Preview)
Get Items
Apply to Each
Set Output Value from Get Items value
Condition: [SAP from When a new response is submitted (Preview)] is equal to [SAP from Get Items]
If Yes Do Nothing
If No, Send Email
Now my problem is:

When I run the flow, 100 emails are sent. Does this mean it goes through each record then fires an email if the condition is false?
How do I make it so it will only fire an email when it has gone through all the records and [SAP] still does not exist?

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faustocapellanj 1,662 on at

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Hi @sherwintan77,

Based on the SAP information, how many items are you expecting to retrieve from the Get items step? Is this a SAP list that just contains a record per SAP, or is it a list that contains the specific SAP multiple times? If you can provide information on your list structure, that can help us see a better picture of your requirements.

Thanks,

Fausto Capellan, Jr

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sherwintan77 62 on at

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Hi Fausto,

I made some changes and got most of it to work except just one part.

First, here's how my tables (as lists in Sharepoint) look like.

And this is the flow.

Sirius SBS form should populate the SBS Sharepoint List. But I need it to check if SAP exists in the Masterlist table.If there's a match, Create Item in SBS list then Send Confirmation Email. If there are no matches, then Send Failure Email. The problem is that Send Failure Email is not working.

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faustocapellanj 1,662 on at

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Hi @sherwintan77,

What's the error message you are getting on that step? Can you please post it when you have a chance?

Thanks,
Fausto Capellan, Jr

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sherwintan77 62 on at

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That's what's interesting because there are none. See below.I did notice though that the values are empty. See red arrows.

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faustocapellanj 1,662 on at

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Hi @sherwintan77,

On my end, I set up the lists the same way you have them and created the flow. I am now waiting for the Forms flow to trigger; I read there's a one-hour delay for the flow to trigger from the Forms connector. I will keep you posted once the flow runs.

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