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How to identify unique values in a certain SP List column and then produce a separate workbook/sheet per that column

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Posted on by misc

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I already have a flow which takes a SharePoint list and exports it into an excel document and then emails it. Recently, I have been asked if I can instead produce one worksheet for each PO number which is in my list. The outcome would therefore be multiple worksheets, but we know that each page is related to a specific PO number (and therefore a specific department).

I cannot guarantee what the PO number will be in advance, so I cannot just use a regular Switch or Condition to identify if PONumber = X then add to this sheet.

Does anyone have advice on how to identify the unique values in my PONumber column each run, and then produce a separate workbook or sheet depending on which it relates to.

Thanks,

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Building flows

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Michael E. Gernaey 53,392 Super User 2025 Season 2 on at

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Hi,

This is how you can do that
Step 1. Get your Items from SharePoint
Step 2. Use a Select action, to create an Array of Just serial numbers. These are NOT unique yet
Step 3. Use a Compose to do a Union of the Output from the Select action like this
union(outputs('Select_all_serial_nubmers'),outputs('Select_all_serial_nubmers'))
This will give you an array of UNIQUE Serial Numbers (pretends its your PO numbers)

Step 4. Use an Apply to Each to loop through all the unique SN's (aka pos)
Step 5. Use a Filter Action: for each Serial Number, now you want to filter the list you got from Get Items, where Get Items Serial Number = The Value from the Loop which is the unique serial numbers
Step 5. Now you can loop through the Filter Action output and now you only have the values from SN 1, then 2 then 3 etc.

now an important thing is BEFORE you loop on the Filter, you would do your sheet create (if it doesn't exist etc).
And in the loop is wherd you do your Add Row to a table in excel.

Step 6. AFTER the Step 5 loop, is where you send your email. In this step you are STILL in the Unique SN (PO) loop but you are out of the Filtered Action loop.

You would have created whatever you wanted to build up, to send in the Filtered Action and then send the email to the correct people for that SN(/PO)

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misc 588 on at

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Thank you for this response, however I think I've got a little confused around the new worksheet itself. I've followed your instructions to this point:

But I'm not sure if I was understanding correctly about where to put the 'create worksheet' action.
Secondly, I thought the last time (ages ago) I used the 'create worksheet' action it essentially always had to duplicate an already existing sheet. This action doesn't ask me if it should duplicate anything so I am assuming this sheet will be entirely blank, however, I need it to be the same as the template which it is otherwise filling (otherwise when it 'adds a new row' it doesn't know what table the new row goes into).
Have I missed something?

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