@Leschkeb
The logic of your flow needs to be adjusted. The parallel Filter Array actions are redundant. This action might not even be required based on how your SP list is set up. Also, in your case, using variables isn't necessary.
Create a new flow and follow along! Remember to rename your actions (when necessary) to keep things organized.
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—you can replace the manual trigger with the automated trigger.
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.
Get Items
In the Get Items action, you should be able to use an ODATA filter query to filter out the department information based on the MS Form selection. In my example I'm using this Client List. One column for the department name (Client Name in my case) and another for the Email Address(es).
Use an ODATA filter query. You will need to use the internal column name of your Dept column. Keep in mind that the internal column name may not always match the name displayed in your Sharepoint list. If you aren't sure how to get the Internal Column name, you can refer to this section of one of my YT Tutorials.
In my case, the Client Name is actually the Title column. Use the eq operator for equals to. Ensure your dynamic content from the Get response details action is placed between single quotes.
Return Count of Items
Whenever I use a Filter Query in a Get Items action, I always like to return the count of items returned in a Compose action. This is helpful when building a flow and can also be used to troubleshoot your flow.
Insert a Compose action. Add an Expression. Use the length() function.
Select the Dynamic content tab and insert the value dynamic content from the Get Items action into the length() function.
Run a test. Review the output of the Compose action. If an item is found, the Compose action should output a 1.
If your Compose action outputs a 0, you'll need to review the Filter Query. Toggle open the Get Items action, click on Show More.
Review the Filter Query and the dynamic content entered. If you are using the eq operator in your Filter Query, the text selected from the MS Form must match the text in your SP List.
Avoid the Apply to Each Action
The Get Items action will always return an array of items—even if it's a single item. You can avoid the Apply to Each action by using expressions.
Since you are new to Power Automate I would recommend Composing your dynamic content first. Because you'll need to compose a few dynamic content values I'd recommend adding a Scope action to your flow. This is optional (not necessary). However, I do find Scope actions help keep my flow organized. It also helps to group a lot of actions together so you can collapse them all in a single click.
Add a Compose action to store the Group ID. Insert the Group ID dynamic content from the Get Items action. When you do this, the Compose action will automatically nest itself inside an Apply to Each action. Watch this section of the YT Tutorial I've linked at the bottom for a demo on how to do this.
To avoid the Apply to Each action, click on the three dots of the Compose action and select Peek Code.
Copy the text between (and including) the square brackets to your clipboard. This is the dynamic content key.
Delete the dynamic content from the Compose action and pull the Compose action outside of the Apply to Each action.
Add an Expression. Enter a question mark, a zero between square brackets and paste the text from your clipboard. Since the Get Items action returns an array of items, to select the first item, you'll need to use an item key. The first item in an array is 0.
Place your cursor at the start of the expression by pressing the UP arrow key. Click on the Dynamic Content tab and insert the value dynamic content from the Get Items action into your expression.
Repeat this for each piece of dynamic content you'd like to return from your SharePoint list. It's important to rename your Compose actions to keep things organized—you'll see why shortly.
Run a test. Ensure that the output of the Compose actions are outputting the values you are expecting. It's important to take the time to run tests before you even try to create a task in Planner. For more flow troubleshooting tips—check out this YT Tutorial: 5 Power Automate Troubleshooting FAQs and Helpful Tips for Creating Better Flows
IN THIS VIDEO:
✅ How to troubleshoot a false Condition action result
✅ How to get dynamic content when it isn’t selectable from the list of dynamic content
✅ How to troubleshoot an Apply to Each action that isn’t looping through
✅ How to troubleshoot a skipped Apply to Each action
✅ How to troubleshoot a Filter Query
✅ How to use a SharePoint yes/no column in a Filter Query
✅ How to use Compose actions to troubleshoot a Power Automate flow
✅ How to troubleshoot multiple emails being sent
✅ How to troubleshoot multiple Teams messages being sent
Create a Task
Add a Create a Task action to your flow. For the Group Id, select Enter Custom Value.
This is why it's important to rename your actions. So you can easily see which dynamic content belongs to which action.
Insert the appropriate dynamic content into the appropriate fields. This includes the dynamic content from your MS Form.
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You might find these YT Tutorials Helpful:
3 Mistakes YOU 🫵 are Making with the Apply to Each Action in your Microsoft Power Automate Flow
In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:
1️⃣ Looping through a Single Item
2️⃣ Creating Unnecessary Nested Loops
3️⃣ Looping through an Unfiltered Array
At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.
IN THIS VIDEO:
✅ How to avoid the Apply to Each action with a single item array
✅ How to use the item() function to access dynamic content in an array
✅ How to prevent unnecessary nested Apply to Each action loops
✅ How to use the Select action
✅ How to convert an array to a string with the Select action
✅How to use the Filter Query field
✅ How to count the number of items in an array
✅ How to use a condition control
✅ How to use the concurrency control
✅ How to set a top count
✅ How to use Compose actions for troubleshooting
Hope this helps!
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