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Trigger on modification of existing data

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Posted on by mapguymike

I use a connector called Survey123. It is a separate application that is used to create and use forms. The trigger events are new form submitted and/or existing record edited. This connector was added to this app as a webhook after hundreds of previous submissions. When I set the connector to trigger on an existing record it only works on submissions after I added this webhook. In other words, after I set up this flow and submitted a new record it triggers. When I edit that new record it triggers. When I submit a record that existed prior to this connector even existing it doesn't trigger. Is this expected behavior by Power Automate?

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v-alzhan-msft on at

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Hi @mapguymike ，

I think it is the expected behavior.

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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mapguymike 33 on at

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Thanks. Would this also be the expected behavior on an existing Sharepoint list or an Office365 file like Excel?

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ScottShearer 25,270 Most Valuable Professional on at

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@mapguymike

SharePoint has triggers that fire only when a new item is created and another trigger that fires when an item is created or changed. I have written a blog post showing how to have the trigger fire only when an item has changed.

There are no Excel online triggers that fire when an item is created or updated.

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mapguymike 33 on at

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@ScottShearer

I appreciate your answer and link to the blog post. I understand that you are specifically answering the question as it relates to Sharepoint.

I'm still trying to understand why my flow triggers only on new records while using the Survey123 connector and a record was
created and sent or
created, sent, edited, resent
AFTER the flow was set up?

Does PA do some behind the scene date check on the record to determine if it existed before or after the flow? It doesn't make sense to me why it would matter.

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ScottShearer 25,270 Most Valuable Professional on at

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@mapguymike

I took a look at the Power Automate documentation for the Survey 123 trigger before answering your question but it does not offer any insight. My suggestion is to contact Survey123 for answers as they created the trigger. You might also refer to the survey 123 web site and do a search there. Here is a link to the Survey 123 documentation for Flow/Power Automate.

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v-alzhan-msft on at

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Hi @mapguymike ,

Have you do any research on it?

Best regards,

Alice

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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mapguymike 33 on at

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I have a technical support call scheduled for Wednesday with the company that provides the Survey123 connector. I will report what I find out.

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Brad_Groux 4,556 on at

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@mapguymike wrote:

I have a technical support call scheduled for Wednesday with the company that provides the Survey123 connector. I will report what I find out.

Please provide an update as you can. Thanks!

👨🏻‍💻 If this reply answers your question or solves your issue, please ACCEPT AS SOLUTION ☑️. If you find this reply helpful, please consider giving it a LIKE 👍.

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mapguymike 33 on at

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My case is still active with the Survey123 vendor. They are researching my issue. I may get an update next week.

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mapguymike 33 on at

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My issues have been resolved. I can't tell you the definitive reason why I was having issues. After working with technical support for the Survey123 product over a couple of months we were able to get all of my flows to work as expected. I'm cross-posting the steps here that I included on the Survey123 community forum.

Finally got my flows working again with help from ESRI tech support. I am able to edit existing records from previously created surveys before I added a flow. I am able to have more than one webhook on the same survey. I know how to rename the webhooks. The list below was created a after my last tech support call and it is generally what we did then and what I followed to get all of my flows working again.

1. Delete old webhooks from my surveys
2. From Microsoft Flow (Power Automate), edit the flow, delete the trigger, and make a new trigger with a new ArcGIS Online connection.
3. Select the targeted survey.
4. Fix other modules that were affected by the change.
5. Click Save.
6. In the survey, check to see if the webhook was created. If not, go to the flow workflow and switch to another survey. And then go back.
7. Rename the webhook so another flow workflow webhook can be added to the survey.
8. Check the box next to Existing Records Edited.
9. Repeat steps 2-7 for other flow workflows.
10. In the Survey123 field app, re-download the survey.
11. Edit the survey and submit it. The flows should go through.

I had 7 flows. 1 is production and the other 6 are experimental.

#2 deleting the trigger did not lose any steps below it. Once you re-add the same survey it hooks back up again.
#6 is a weird thing to have to do. I only had to do it once tonight.
#10 It's probably safest to re-download the survey even though sometimes you don't really have to. I don't know why.

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