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How to convert SPO list outputs to a specific naming convention

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Posted on by f2

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Wondering if anybody could help me wrap my head around the steps I would need to take for this, I'm searching google but I'm not too sure what exactly I should be looking for.

A user fills in a SPO list by selecting the choices given and the "status" will change from "info required" to "in progress" for that row. Its at this point the flow runs, I would like to then use this data to update the group tag within Intune via Graph (and eventually other things like primary user, device name etc but I'm currently stuck at the first hurdle).

SPO List example:

This part works ok.

Current flow:

Flow is kicked off based off with the trigger:

@equals(triggerBody()?['Status'],'In Progress')

Here is the "Output" from "Select"

This part also seems to work, although I'm still learning and perhaps there is a better way. Anyway, its at this point I'm stuck. The SPO list has multiple choices for each column and I was hoping to collect the data and abbreviate it for the "GroupTag".

For example, the output for this particular record

Location-DeviceType-UserType-Department-Var-Enviroment

"PLocation-Laptop-Support-Computing-1-Production"

I would like somehow get:

P-LT-SUP-COMP-1-PRD

But it could be any of these, I will be adding more departments eventually:

How could I build the flow so it will convert the output of this record and future records to match my abbreviations/naming convention above? I hope that all makes sense.

Thanks

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eliotcole 4,390 Moderator on at

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Why not use a Microsoft Form (or SharePoint / other form) to input to the list?

This way the flow trigger can be left as is.

All new items will be fully set-up as per what you have already. Then, if an item is modified, you can choose to run a different set of tasks on the item.

Alternatively, if you know that they only input once, then just change the trigger to new items only.

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f2 105 on at

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Hi eliotcole!

Perhaps I'm over looking MS Forms, I will try explain why I thought using a SPO list would be best and maybe you could correct me if I can achieve a better result using something else like Forms?

If I could get this all working I would be adding hundreds of device to this list but only device serial, hardware hash and internal asset tags only. I was going to then suggest another group who will be handing these devices to users at different sites just need to take a laptop off the shelf, look at internal tag, match internal tag in list and fill in the rest (primary user, location etc). I thought by only giving the users a choice it will prevent any errors as its easy to mistype these boring tags manually. Could something similar be doing with MS Forms?

You actually reminded me I have created a flow before using a form and was able to use an IF statement to change a radio button from "Staff" to "educationStaff" so I got the right template name in a teams request form:
if(equals(outputs('Get_response_details')?['body/r291e2c40167d48eda60003c09b6cf3dd'],string('Staff')),'educationStaff',if(equals(outputs('Get_response_details')?

But I've been unable to find a way to get the "guid" (if thats what its called) from my SPO list, plus with the amount of options I assumed there might be a smarter way to achieve it.

Thanks!

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eliotcole 4,390 Moderator on at

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I mean, it's up to you, but updating a SharePoint list from the inputs of a Microsoft Form is simplicity, and you won't need help there.

So for one off additions from staff it will definitely simplify your business process here.

If you're looking to input a lot of data, then I would recommend that you build a one off flow to interpret a given source of data and input it into the list. Obviously sort out your flow, first, mind. 😉

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f2 105 on at

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I've been trying to think how a MS Form would work in my instance, would the submitted form overwrite the data that is already there for that record or would it add an additional row? I need to keep the device serial and hardware hash intact so I can then use all the data to update things in Intune.

Instead, could I add a 2nd array then somehow match/replace the values found in the 1st array? Something like this:

[ { "Location": "CLocation", "Abbreviation": "C-" }, { "Location": "GLocation", "Abbreviation": "G-" }, { "Location": "PLocation", "Abbreviation": "P-" }, { "Device Type": "Desktop", "Abbreviation": "DT-" }, { "Device Type": "Laptop", "Abbreviation": "LT-" }, { "Device Type": "Shared", "Abbreviation": "SH-" }, { "Device Type": "Kiosk", "Abbreviation": "KS-" }, { "Device Type": "Phone", "Abbreviation": "PH-" }, { "Device Type": "Tablet", "Abbreviation": "TB-" }, { "Device Type": "VM", "Abbreviation": "VM-" }, { "UserType": "Lecturer", "Abbreviation": "LEC-" }, { "UserType": "Support", "Abbreviation": "SUP-" }, { "UserType": "Student", "Abbreviation": "STU-" }, { "Variation": "1", "Abbreviation": "1-" }, { "Variation": "2", "Abbreviation": "2-" }, { "Variation": "3", "Abbreviation": "3-" }, { "Variation": "4", "Abbreviation": "4-" }, { "Enviroment": "Production", "Abbreviation": "PRD-" }, { "Enviroment": "Test", "Abbreviation": "TST-" }, { "Enviroment": "Canary", "Abbreviation": "CAN-" }, { "DeviceType": "Desktop", "Abbreviation": "DT-" }, { "Location": "Laptop", "Abbreviation": "LT-" }, { "Location": "Shared", "Abbreviation": "SH-" }, { "DeviceType": "Kiosk", "Abbreviation": "KS-" }, { "Location": "Phone", "Abbreviation": "PH-" }, { "Location": "Tablet", "Abbreviation": "TB-" }, { "Location": "Phone", "Abbreviation": "PH-" }, { "User Type": "Lecturer", "Abbreviation": "LEC-" }, { "User Type": "Support", "Abbreviation": "SUP-" }, { "User Type": "Student", "Abbreviation": "STU-" }, { "Var": "1", "Abbreviation": "1-" }, { "Var": "2", "Abbreviation": "2-" }, { "Var": "3", "Abbreviation": "3-" }, { "Var": "4", "Abbreviation": "4-" }, { "Enviroment": "Production", "Abbreviation": "PRD" }, { "Enviroment": "Test", "Abbreviation": "TST" }, { "Enviroment": "Canary", "Abbreviation": "CAN" } ]

Then use IF or Replace expressions? Any ideas if this would be possible?

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eliotcole 4,390 Moderator on at

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Apologies, I think we went a bit too far down a rabbit hole in our previous thread, @f2 .

I went so deep because modern SharePoint often commits changes immediately when you edit values or change them in the list. So your flow might run WAY more than it should. Which could cause you problems down the line.

Plus, if you intend to place "P-LT-SUP-COMP-1-PRD" into a field on the list, then that's a much larger problem. Because if you run a trigger on anything that is created or modified, then if you modify the list later in that flow you will cause a loop.

That would be bad.

So unfortunately, I think that your best bet, here, would be to use a tiresome, long, calculated column, in SharePoint.

I made a list called choices, and it had two choice columns:

choiceuno

choicedos

This was my calculated column:

=CONCATENATE( IF( choiceuno="ZOOM", "Z", IF( choiceuno="I'm a 빛", "빛", IF( choiceuno="Hip", "H", IF( choiceuno="Chuck", "Ck", IF( choiceuno="GANJI", "GJ", "" ) ) ) ) ), IF( choicedos="", "", "-" ), IF( choicedos="CL", "C", IF( choicedos="PSY", "P", IF( choicedos="JESSI", "J", "" ) ) ) )

This was a bit painful, but I think now you see what you're up against, if you wish to make another list column with the data.

---

However, if you wish to use the data elsewhere, then you can do one of two simple things:

Use a simpler, hidden, calculated column for each choice column, which just generates the abbrieviation.

Maintain a separate list for each choice column, and change the choice columns to lookups.

The second one is an excellent choice, here. Your users can still choose which option they need to choose, and you can setup a second column to in the SharePoint list which pulls the abbrieviation from the other list.

This is a good choice because it allows you more control over adding more options to your choices, without having to get intimate with the main list, plus any further flows/calculations will be unharmed.

But the issue with incremental changes to the SharePoint list could still cause you issues here. As if someone updates CLocation, then clicks elsewhere ... then updates GLocation ... that's two changes that get sent to your flow and your other application.

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f2 105 on at

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I saw my post disappear to page 3 and started to loose hope lol. Thanks for persevering with me eliotcole, I really do appreciate it.
Well it works, you have no idea how happy it made me to see those abbreviations, I've spent so much time googling/watching youtube videos on how to do that!

The first example is missing a field (Variation) so the "Status" is prompting for more info but the 2nd example is completed and "Status" has changed to "In Progress" (this will change to "Completed" once I finish the rest of the flow).
My code is slightly different to your example, are the extra "" quotations needed or was that just an example for more choices?

Here is my code, your example was really easy to follow and easy for me to update as needed.

=CONCATENATE( IF(Location="CLocation","C-", IF(Location="GLocation","G-", IF(Location="PLocation","P-",))), IF(DeviceType="Desktop","DT-", IF(DeviceType="Laptop","LT-", IF(DeviceType="Shared","SH-", IF(DeviceType="Kiosk","KS-", IF(DeviceType="Phone","PH-", IF(DeviceType="Tablet","TB-", IF(DeviceType="VM","VM",))))))), IF(UserType="Lecturer","LEC-", IF(UserType="Support","SUP-", IF(UserType="Student","STU-",))), IF(Department="Business","BUSI-", IF(Department="Computing","COMP-", IF(Department="Design","DESI-", IF(Department="Engineering","ENGI-", IF(Department="Hospitality","HOSP-", IF(Department="HR","HR-", IF(Department="Finance","FINA-",))))))), IF(Variation="1","1-", IF(Variation="2","2-", IF(Variation="3","3-", IF(Variation="4","4-",)))), IF(Environment="Production","PRD", IF(Environment="Canary","CAN", IF(Environment="Test","TST",))), )

So if all looks well, I will go and setup a 2nd list and link them as you suggested.

Just one more question, you mentioned at the end of your post that it could cause issues if somebody makes two changes, I dont think I mentioned this but my status column in the SPO list has the following formula:

=IF(OR(ISBLANK(Location), ISBLANK(DeviceType), ISBLANK(UserType), ISBLANK(Department), ISBLANK(Variation), ISBLANK(Environment)), "Info Required","In Progress")

Then my Flow has a trigger condition:

@equals(triggerBody()?['Status'],'In Progress') @not(equals(triggerBody()?['Status'],'Info Required')) @not(equals(triggerBody()?['Status'],'null'))

and finally
I filter the "Get Items" step to only include "In Progress"
Would that help any potential issues with multiple changes being recorded?

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eliotcole 4,390 Moderator on at

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The double quotes are to provide blank responses if there is not a value chosen, and to decide whether or not to place a dash in between if there is a blank entry. 😉

So, I provided it to you in that fashion so that you could just add more.

You see that my calculated formula doesn't have the dashes in the abbreviations?

So inbetween each IF() cascade it calculates if it needs to add a dash. The more columns, the more it will need to check, of course ... but I honestly couldn't be bothered to dive that deep down the IF() rabbit hole after all that burrowing around earlier. 😅

---

With regards to your flow ... as long as the flow does not modify the list item, then you should be fine. 😊

If you want to modify the items in the list, then you run the risk of looping. 😩

You might be able to save it with a (hidden!) 'processed' column in SharePoint, which indicates 0 for unprocessed and 1 for processed. Then as long as you don't have it showing on any forms, views, etc, it should be relatively safe. Then include a further IF() on your calculated column to account for it and add a 'Processed' status, and an extra not(equals()) trigger condition for it, too.

However I would personally recommend processing any further modifications that you need to perform on the list items elsewhere. It *might* be doable, though, with the above.

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f2 105 on at

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Thanks for going into detail and explaining the proper way to add the dashes, I assumed it was more for my benefit ie "just add more choices here". Doh.

The hidden/processed column is a great idea too, I'll try do that over the weekend so I at least have something in place while I figure out how to create/link the second "working" list that you mentioned in your previous post as it sounds like that is the better solution going forward.

You've given me a lot of think about plus I will be able to re-use these tricks I've picked up in future flows. So chuffed those abbreviations are now working and making progress again, awesome stuff eliotcole!

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eliotcole 4,390 Moderator on at

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No worries, @f2 !

I don't usually say this, but you'd be more than welcome to click 'Accept as Solution' on one (or more) of the posts I made that got you there. If only so that people know that this got sorted out. 😊👍

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