Multiple Items Created in SharePoint List

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Posted on by Manoj19

Hi Scenario is as below:

I have created two Flows:

1) When a Task is created in Planner, a row is created in SharePoint List with relevant data in various Columns of List.

2) When Task is completed in Planner, SharePoint List is getting updated.

It is working fine, except that multiple entries are created for single unique item by itself.

This may because we have common Planner on Teams Site which is used by my other team members as well. They also have same Flow (Both) linking same planner with same SharePoint List which I am using. However, they are not taking any action on my tasks and automatically SharePoint list is getting updated with their names as well for single unique item created by me.

I hope above details are enough for experts here to identify my problem and give solution for same. Thanks in advance for your help.

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efialttes 14,756 on at

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Re: Multiple Items Created in SharePoint List

Hi!

"It is working fine, except that multiple entries are created for single unique item by itself."

You mean your flow nr 1 creates multiple entries?

If so, can you share a screenshot from your flow design? So if there is an Apply to Each inside, this could be the reason

THanx!

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ScottShearer 25,254 Most Valuable Professional on at

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Re: Multiple Items Created in SharePoint List

@Manoj19

In addition to the questions asked by @efialttes , can you explain more about other users having the same Flow? If the Flow is creating a new item in a SP list and two of you are using similar Flows, could that be why there are two list items created?

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Manoj19 14 on at

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Re: Multiple Items Created in SharePoint List

@ScottShearer @efialttes
Following are the Screen shots of Flows:
Flow 1:
Create a row with Flow 1 in SP

Flow 2: (3 Screen Shots)
Update SP with Flow 2

Update SP with Flow 2

Update SP with Flow 2

SharePoint Screen Shot: (Please note so many same items get created in SP though only one task was created in Planner)

@ScottShearer There are 2 more Team Members who have copied the same Flow with same source of Planner (we are sharing same planner to create tasks) and SharePoint List. Even then, items created are more than 3 of us.

Hope this information will suffice, I will provide more if required. Thanks in advance.

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efialttes 14,756 on at

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Re: Multiple Items Created in SharePoint List

Hi!

Fow 2 seems to have design limitations:

1.-you are performing a 'GEt items', and you iterate over all of the results (i.e. all your items- to perform an Update item, meaning the task details from trigger will overwrite all your items. You need to filter 'Get items' results first and just get the item(s) that are currently related to your task.

2.-you have nested 'Apply to each' -one 'Apply to each' inside the other.

Please also note Flow 1 is creating N items per task. So if the task is assigned to 3 colleagues, you are currently creating 3 items in your SP list. Is this design intent, as in this post? If you are assigning task to more than one user, and you do not want to create more than one items per task, you need to move 'Create item' outside the 'Apply to each'.

Do you need to store 'Assigned date' in your new items? THen if the task has more than one Assigned to user, which one do you want to store?

Do you need to store 'Assigned to users' list in your new item? If so, is it enough to store their ID, or you need either Display Name or Email? If the ID is enough, a join() based expression will work fine. If you need either email adress or first name+surename, then you probably need an 'Apply to each'. But in all these scenarios, 'Create item' shall be outside 'Apply to Each'

I need answers to the questions above to proceed with redesign recommendations
Thanx!

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Manoj19 14 on at

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Re: Multiple Items Created in SharePoint List

@efialttes Thanks for looking into my issue.
However, I am assigning task to a single person, not multiple. Even then it is getting replicated in SP List.

Thanks.

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efialttes 14,756 on at

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Re: Multiple Items Created in SharePoint List

Hi!
Understood. What about my first comment?

"Fow 2 seems to have design limitations:

1.-you are performing a 'GEt items', and you iterate over all of the results (i.e. all your items- to perform an Update item, meaning the task details from trigger will overwrite all your items. You need to filter 'Get items' results first and just get the item(s) that are currently related to your task."
Thanx!

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Manoj19 14 on at

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Re: Multiple Items Created in SharePoint List

@efialttesThanks. I also suspected same.

I will remove all other items which need not be updated, and keep only those item which will be updated.

I will perform and let you know if it works. Thanks again.

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