Hi,

I have created a SharePoint list to track corrective action process which is populated by a form and then triggers a flow to email the action owner and all team members listed on the form. There are fields on the form for up to 5 team members but these are all optional as the team may not have been assigned at the time when the form is submitted; the field for the assigned action owner is required to be completed before the form can be submitted.

Currently my flow fails to create a new entry on the SharePoint list if any of the team member fields on the form are blank and I would appreciate some help with resolving this. I would either like the flow to:

Ignore blank fields when creating the team in the list or
Set the action owner as the default team member for all - from doing this manually via a submitted form I know that this results in just one name being populated into the list, which is fine.

The latter would probably be better as the later Send an email flow relies on a valid email address for the Team Members, though a similar check to ignore a blank here could also be implemented.

Thanks in advance for any help.

Neil.

Categories:

Building flows

You need to adjust the logic of your flow.

Use a Manual Trigger

First, I would recommend using a manual trigger while you build and create your flow. This way you don't need to leave Power Automate to trigger your flow. Once your flow is ready to go—create a copy of your flow and replace the Manual Trigger with an Automated Trigger. I always keep a manually triggered copy of my flows to help with troubleshooting at a later date or to test out any modifications I'd like to make to my flow.

Response IDs are assigned sequentially. Depending on how many times you've filled out your form, you can enter any number in the Response Id field.

Compose Array of Email Addresses

First, you need to compose an array of all of the email address fields. This way you can filter out the empty items in the array. Add a Compose action to your flow and insert all of the dynamic content that contains the fields you'd like to collect into an array.

Run a test.

Filter Empty Array Items

Add a Filter Array action. Insert the output from the Compose action into the From field. In the first value field, insert an expression. Use the item() function.

Change the operator to is not equal to and leave the second value field blank.

Run a test. Review the outputs. As you can see the input displays the empty array item. However, the output removes the empty item.

Return Count of Items

This is optional. However, I always like to return the count of items whenever I use the Filter Array action, it can also help to know the count of items as you can use that count in a condition action.

Tip: Always rename your actions especially if you are using multiple instances of the same action. It can help to keep your flow organized as well!

Insert a Compose action. Add an Expression. Use the length() function.

Select the Dynamic content tab and insert the body dynamic content from the Filter Array action into the length() function.

Run a test.

Add a Condition Check

Add a Condition action. You'll use this condition to check if there are any items in the array. In the first value field, insert the outputs from the Compose action above. Change the operator to is not equal to and insert a zero into the second value field. If not, do nothing—if so, the rest of your actions can go into the Yes branch.

Select Action

Insert a Select action. Use this action to transform the array into the format that is required when updating a multi-person SharePoint column. In From field, insert the body dynamic content from the Filter Array action.

Enter Claims into the Key field and insert an expression into the value field. Use the item() function.

Run a test.

You can now use the output from the Select action in the Update SP Item action. To output a string of email addresses. Use the Join action or a Compose action with an expression and use the join() function.

Hope this helps! You may be interested in the tutorials below:

How to Get a Microsoft Form RSVP Response into a SharePoint List

In this Microsoft Power Automate tutorial, I’ll show you how to get your Microsoft Form responses into SharePoint. I’ll cover how to build a Microsoft form with conditional fields by using branching. You’ll learn how to format your multiple choice responses for a SharePoint multi-choice column as well as converting it to text. I’ll also show you how to take a text response and convert it to a number with a switch action and with an expression.

After adding the response to SharePoint, we’ll send the user an email confirmation with all the details of their form submission.

At the end of the video I’ll show you a few tips and tricks on working with a SharePoint list.

IN THIS VIDEO:
✓ How to get a Microsoft Form Response into SharePoint

✓ How to get a Microsoft Form ID

✓ How to get a Microsoft Form response

✓ How to Build a Microsoft Form with Conditional Fields

✓ How to used Branching in Microsoft Forms

✓ How to format Microsoft Form multiple choice responses for a SharePoint multi-choice column

✓ How to parse a Microsoft Form multiple choice response as string of text

✓ How to convert a text response to a number

✓ How to use the Switch action

✓ How to create a custom email confirmation for a Microsoft Form submission

✓ How to Create a Custom View in a SharePoint list

✓ How to use the Compose Action

✓ How to write Power Automate Expressions

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How to Add Microsoft Form File Uploads to a SharePoint List Item
In this Microsoft Power Automate Tutorial I’m going to cover how to add file uploads to a SharePoint list item. First, I’ll show you how to get the file name and content from the File Uploads from your Microsoft Form, then I’ll show you how to add those files to a SharePoint item.

IN THIS VIDEO:
✓ Two types of MS Forms
✓ Where Microsoft Personal (OneDrive) Form File Uploads are Saved
✓ Where Microsoft Group Form File Uploads are Saved
✓ How to Add a File Upload Question to an MS Form
✓ How to get a Microsoft Form ID
✓ How to get a Microsoft Form Response
✓ How to Get the Dynamic Content Microsoft Form File Upload Content
✓ How to handle Single and Multiple Microsoft Form File Uploads
✓ How to use a Scope action to Organize and Group Your Flow Actions
✓ How to Get the File Content from an MS Form File Upload
✓ How to Collect All Files from Multiple File Upload Questions
✓ How to Handle MS Form Response When a File Isn’t Uploaded
✓ How to Attach an MS Form Single File Upload to a SharePoint List Item
✓ How to Attach Multiple MS Form File Uploads to a SharePoint List Item
✓ How to Attach MS Form File Uploads to an Email