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SharePoint Update Item Action : Managed Metadata multiple value new behavior can make you loose data

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Posted on by MC-09121519-0

I've recently performed a small update on a flow that was working perfectly. After starting the flow on a selected sharepoint document, I started loosing metadata (managed metadata columns). After investigation, I saw the SharePoint Update Item action was different with Managed Metadata supporting multiple values. There was a "+ Add new item" button under the field and another button at the end of the field. Normally I was only setting values for columns I needed to update. Empty fields did not changed the item values. I was not setting these managed metadata fields so they were empty. With this update I needed to switch, in the action, the managed metadata fields to text (button at the end) and set it with same item field (I put back the value in it's own field).

I never saw this update being communicated... This could have created a major mess for my customer if I did not detected this issue quickly.

Question: Is SharePoint Online / Flow is a testing environment or a production environment????? This types of updates must be widely communicated in the Office 365 message center.

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makp 40 on at

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Re: SharePoint Update Item Action : Managed Metadata multiple value new behavior can make you loose

I am fooling around with managed metadata too, but your concern has been comunicated:

https://flow.microsoft.com/en-us/blog/managed-metadata-tago/

When you do update items you can choose different values - update hasnt change if you dont choose a value for a property it will not change anything.

Get properties:

"Document": {
        "@odata.type": "#Microsoft.Azure.Connectors.SharePoint.SPListExpandedTaxonomy",
        "TermGuid": "XXXXXTHE_GUIDXXXXXXXXX",
        "WssId": THE ID FOR TERM,
        "Label": "THE_TEXT_IN_TERM",
        "Path": null,
        "Value": "THE_TEXT_IN_TERM|XXXXXTHE_GUIDXXXXXXXXX"

And that will be parsed on create item.

So you should have a Managed Metadata Column in the Create end if a text field you would get a long string like: 1#FAQ|XXXXXTHE_GUIDXXXXXXXXX
But with update item you can choose wich value to be set - see link in top, this is good if you dont have Managed Metadata column on the Update end.

In my case i have Managed Metadat Columns on my "Get" end and none on the "Create" end, so the you can use "Update" and choose the value "Label, Path, TermGuid, Value or WssId"

In my case i update "Create" end with "Label"

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GabrielStJohn on at

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Re: SharePoint Update Item Action : Managed Metadata multiple value new behavior can make you loose

Hello, @makp!

Have you had an opportunity to apply @CoupalM‘s recommendation to adapt your Flow? If yes, and you find that solution to be satisfactory, please go ahead and click “Accept as Solution” so that this thread will be marked for other users to easily identify!

Thank you for being an active member of the Flow Community!

-Gabriel
Flow Community Manager

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makp 40 on at

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Re: SharePoint Update Item Action : Managed Metadata multiple value new behavior can make you loose

I think you where a litle fast on the trigger, no recommendations is given, just an answer

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