Power Automate Flow to Create/Update SharePoint Items Using User ID

(1) Share

Report

Posted on by NR-03101935-0

I’m working on a Power Automate flow that creates or updates an item in a SharePoint list from a Microsoft Form submission. I’m using the “Get user profile” action to pull the User ID. My goal is to allow individuals to update their original submission using their User ID as the unique key. How can this be fixed or what can I use as a unique key that I can reference when deciding if the form should create or update a row on the SharePoint list?

Here’s what I’ve done so far:

Trigger: When a new response is submitted (Microsoft Forms).

Action: Get response details (Microsoft Forms).

Action: Get user profile (Office 365 Users) to retrieve the User 'Id'.

Action: Initialize a variable to store the User ID. (Type: String; Value: "Id")

Action: Get items from SharePoint where the User ID matches the one from the form submission. Filter query: UserID eq variables('UserID') - keeps saying the expression is invalid and when testing says it is a bad request. It also displays the error message: ‘InvalidVariableOperation’ and message ‘The inputs of workflow run action ‘Get_items’ of type ‘OpenApiConnection’ are not valid. The variable ‘UserID’ must be initialized before it can be used inside action ‘Get_items’.’

Condition: Check if any items are returned by the “Get items” action. If true: Update the existing item. If false: Create a new item.

Any advice on how to resolve this issue or suggestions for a different approach to use a unique key for updating or creating items would be greatly appreciated!

Categories:

Building flows

I have the same question (0)

All responses (5)

Answers (0)

Expiscornovus 33,195 Most Valuable Professional on at

Like (0)

Report
What is the name of your variable? Maybe it is a small typo, did you use the correct variable name? Can you share a screenshot of your flow setup?

Below is an example

In this example the name of the variables is 'User ID', so the Filter Query would be:

UserID eq '@{variables('User ID')}'

Was this reply helpful? Yes No
NR-03101935-0 on at

Like (0)

Report

The filter query worked once I changed it to Title eq 'User ID'. The initialize variable action included the same three items, and even though the SharePoint column was titled ‘User ID’, it was originally renamed from the ‘Title’ column.

Was this reply helpful? Yes No
Expiscornovus 33,195 Most Valuable Professional on at

Like (0)

Report

Thanks for sharing your solution.

You are correct, you need to use the internal name of the field. So, if it has been changed/renamed that would be the Title.

Was this reply helpful? Yes No
Suggested answer

Peter Rafai 15 on at

Like (0)

Report
To resolve the issue in your Power Automate flow and ensure that the correct item is updated or created in the SharePoint list based on the form submission, there are a few steps you can take.

Steps to Resolve:

In the Initialize variable action, confirm that you are correctly assigning the User ID from the Get user profile action.

The value of the variable should be something like outputs('Get_user_profile')?

Was this reply helpful? Yes No
NR-03101935-0 6 on at

Like (0)

Report

Thank you all and I had another question. What should the condition expression be here?

Was this reply helpful? Yes No