AI Model - Extracting Data - Causing Duplicates in Sharepoint list - Check if File Exists before Extracting and creating item

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Posted on by VeeLearnMSFT

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Hi All.,

I have a process where if a person moves contracts into our SharePoint Document library a process kicks off to extract key data out of the contract and it populates the SharePoint list. What is happening is tha the user grabs the entire filder and moves it to SharePoint which is causing duplication of SharePoint items because the flow doesnt care if this has been already extracted. Is there a way to have Flow Check to see if that file is already in SharePoint list before it kicks off this process.

Here is my SharePoint list where the date is extracted as you can see I am capturing the file name that was picked up by flow to do the extraction. Maybe this is a good way to check and make it stop if this file has already been abstracted?

Perhaps someone can add some advice if they have encountered this issue.

Thank you flow community.

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VeeLearnMSFT 508 on at

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Re: AI Model - Extracting Data - Causing Duplicates in Sharepoint list - Check if File Exists before Extracting and creating item

I figured it out. It was the internal name that was the issue. When I changed to this it resolved all issues.
Thanks for all your help @fchopo
VeeLearnMSFT 508 on at

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Re: AI Model - Extracting Data - Causing Duplicates in Sharepoint list - Check if File Exists before Extracting and creating item

@fchopoI am having some trouble with the expression I think. Can you kindly take a look where my issue is
SharePoint Column:

I am missing something.

Error reported:

My entire flow:

Just the top portion of my flow:

Not sure how to resolve from here...
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fchopo 7,972 Super User 2025 Season 1 on at

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Re: AI Model - Extracting Data - Causing Duplicates in Sharepoint list - Check if File Exists before Extracting and creating item

Hi @VeeLearnMSFT

You could check whether an item with the same file name exists in the list or not before creating it:

1) When a file is created

2) Get file metadata

3) Get items where Document File Name equals name of the file

4) If number of items is greater than 0 -> Item already exists in the list.

5) If not -> Extract data using AI builder, etc.

Hope that helps!

Ferran