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Session Id : 69igqkN7wdnvzNTZzV8MyX
Power Automate - Building Flows
Answered

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

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Posted on 4 Oct 2022 15:27:24 by 508

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.

VeeLearnMSFT_1-1664897042882.png

 

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.

 

VeeLearnMSFT_0-1664897019678.png

 

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  • Verified answer
    VeeLearnMSFT Profile Picture
    508 on 09 Oct 2022 at 15:17:30
    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_0-1665328643145.png

     

  • VeeLearnMSFT Profile Picture
    508 on 07 Oct 2022 at 17:32:49
    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:

    VeeLearnMSFT_3-1665163963094.png

     

     

     I am missing something.

     

    VeeLearnMSFT_2-1665231368534.png

     

    Error reported: 

    VeeLearnMSFT_1-1665231302801.png

     

     

     

     

     

    My entire flow:

    VeeLearnMSFT_1-1665163887110.png

     

    Just the top portion of my flow:

    VeeLearnMSFT_4-1665164181506.png

     

    Not sure how to resolve from here...

     

  • Verified answer
    fchopo Profile Picture
    7,972 Moderator on 05 Oct 2022 at 07:26:28
    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:

    body-length.png

     

    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

     

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