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Stop Apply to Each on Assigned To Person

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Posted on by AAallday

Hello

I have a list that includes a Assigned To field in which we assign multiple users (listed as person profiles in the list). The flow creates a new list item when one is completed. The new list item should have the same users assigned but flow adds an "apply to each" so that I get a new item for each assigned user.

I saw on an old thread that this may not be possible? but it was a few years back so wanted to see if there's a workaround for it?

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DAllen365 446 on at

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@AAallday,

If I am understanding you correctly, I believe you are wanting to create a list item and set a person group field with multiple users (which is copied from a source list item). This is absolutely possible, albeit I would think this is a much better solution than what you do. In my solution, I just do a foreach on the people, and append a JSON string to an array variable. Then I use that array variable in the create item action.

First we need to built an array listing of our people. I wrap an Append array variable action inside a foreach which runs on the source people field. I write the claims value of it in this structure:

{
"Claims": @{items('Foreach_Approvers')?['Claims']}
}

Then use that variable in the create item action:

Let me know if you have any questions or if I misunderstood your need.

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AAallday 44 on at

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Thanks @DAllen365!! let me restate and see if this is what your solution addresses.
1. SharePoint list has Assigned To field, in which I enter multiple users (i.e. 3 people are assigned to the "task")
2. When the list item is modified to "completed" the flow is triggered to create a new item for next year
3. the new item should be assigned to the same (multiple) people in the original item

The problem is the "apply to each" that pops up creates a new item (step 3) for each of the users, individually/separately (i.e. a "task" with 3 users assigned, will result in 3 new items for next year).

Hope this helps

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DAllen365 446 on at

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@AAallday Hello, yes my offered solution will do exactly what you want to do. Instead of using the direct field in your create item action (which generates the apply to each you don't want), we manually build an array of those 3 people into a varriable. Then inside a single create item action, for the people field use the variable to populate it. My method will create 1 item with 3 people in the assigned to field. Give it a try and let me know if you have any questions!

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AAallday 44 on at

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@DAllen365 i'm not super skilled in flow, but i am not able to find any of the containers you have there (foreach, append approvers, collect people), did you rename?

I have an "append variable" is that same? and if so, there no option for the name of the variable

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DAllen365 446 on at

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@AAallday, sorry about that I don't mean to be confusing. The Collect People Claims is a Scope action, and that isn't needed in your case. The foreach is called Apply to each, and the purple Append approvers is just called Append array variable action then I renamed them. Your flow would function like the following:

Initialize variable - choose type Array, call it like AssignedToPeople
Condition - check if Complete
If yes
Apply to each - Assigned To (claims)
Append to array variable - AssignedToPeople
Create item
Assigned To = AssignedToPeople
The easiest way to do the apply to each is just add the action Append array variable action, and choose the Assigned To Claims field from the original item. It will automatically add the apply to each.

Just let me know if I can expound on anything else, happy to help.

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AAallday 44 on at

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@DAllen365 thank you.. i keep getting an error though. i have tried different options in the appendvariable value field (assigned to claims, email...). nothing seems to be resolving correctly

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DAllen365 446 on at

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@AAallday I struggled with that part the most too. You have blank above, can you please paste the exact option you are trying that is giving the error? In your append, it should similar (but not exact) to this:

{
"Claims": @{items('Foreach_Approvers')?['Claims']}
}

Or to be more clear:
{
"Claims": <field>
}

Also be sure the variables are type array and not string.

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AAallday 44 on at

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@DAllen365 awesome --that worked (at least for now, haha). Thank you!!!

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DAllen365 446 on at

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@AAallday Awesome! I remember that first time I saw a green success when I was banging my head to get this to work. Glad you got it working!

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