Using Flow to replace SPD2010 workflow - Issue with look up fields

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Posted on by Ian_C

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Hi,

My scenario is that we have a master sharepoint list "Projects Master" on our Technology site which contains columns such as:

Project name

Project manager name

Programme

Programme manager name

etc.

Then on a sub site "Change team site" we have a number of sharepoint lists e.g. Risks and Issues, Benefits etc.

Each of these lists uses a site column to look up the parent table "Projects" to pull through the project information to which that entry applies.

We then have a workflow written in SPD2010 on out Risks and Issues list so that when the item was changed, if it's status was "High" then it sent an email notification to the Project manager.

With the demise of SPD2010 I now need to re-write this workflow in Automate.

I have created a flow which triggers when an item is raised or changed. However when I try to send an email notification to the project manager I cannot find the field in the dynamic content of the trigger (Presumably because this is a look up field)
Also there seems to be no id or value visible that I can use to make a "Get Item" call to the master list.

Please could anyone advise how to solve this issue as I have only started using Automate this month.

Many thanks

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SVC_SP_Workflow 12 on at

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Initialize a Variable , give it a Name. Type will be String. Value will be the url to your SharePoint List with ID.

That should work.

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Ian_C 163 on at

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Many thanks for your reply however what would be the syntax of the variable's value, and is the id the id of the trigger?
Would I then use that in a "Get Item" action?

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Ian_C 163 on at

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@SVC_SP_Workflow Apologies for being a newbie, just trying to pick this up from YouTube videos

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Tom_Slosse 1,430 on at

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Hey @Ian_C

Could share some screenshots of you Flow that you have made?
So if I understand it correctly you can't get the information on your rootsite where you need the information of the Projects Master list.
Normally when you use the action Get items you should be able to select your site and list to get the dynamic content.

Kind regards

Tom

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Ian_C 163 on at

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Hi @Tom_Slosse ,

At the moment there is not much of a flow as I have encountered this straight away.
My flow trigger is looking at a Sharepoint list which has look up fields in which are visible in the list

Then if the condition was not met I was going to send an email but cannot see the Programme Manager field in the dynamic content as it is a look up field to a list that resides on a parent site (Linked by the Project column).

If I use the Get items action I only have the ID from the trigger action, not the project ID

Many thanks

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SVC_SP_Workflow 12 on at

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The Syntax of your Variable Value is the Tenant url with List information.

https://contoso.sharepoint.com/sites/site name/Lists/...

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Tom_Slosse 1,430 on at

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Hey @Ian_C

Try and put a Get Item action right behind your trigger with the same site address and same list (ID will be the one you get from the trigger) like the trigger and see if you get more information in the dynamic content in the Email action.

Hope this helps

Kind regards

Tom

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Ian_C 163 on at

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Hi @Tom_Slosse ,
Just tried that but unfortunately cannot see the Project, Project manager or Programme manager fields in the dynamic content for that action either ☹️

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Tom_Slosse 1,430 on at

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Hey @Ian_C

Are they present in that list?

Kind regards

Tom

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Ian_C 163 on at

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Hi, @Tom_Slosse ,
so the Get items gets the same entry from the same list as the trigger action. The fields are visible on the Sharepoint list as they are look ups to the master table on the parent site.
What I need is to be able to get the value from the entry in the list that the lookup column is using to get the values from the Master project names table. This will be different for each entry in the sub table

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