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Build a condition, to check if a particular item created in Sharepoint, already exists in the list.

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Posted on by CU10030646-0

Hi,

I have a Sharepoint list column, where I store email addresses. I'm manually entering data into the Sharepoint list. Now, I'm trying to build a flow, where I need to check if the newly entered email addresses in my sharepoint list column, already exists in the existing items. If yes, then skip them and do nothing, if no, then send an email notification, to the new email address created.

I hope my explanation is understandable. If not, please feel free to ask any queries regarding the requirement.

Thanks,

Sneha

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Building flows

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MarkLaf 18 on at

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A couple questions:
Is the email column a People column or a text column?
Does the column allow for multiple values? (multiselect people column, or email values with whatever delimiter you decided on)

Your basic pattern, I think, should be (assuming multiselect as that is more complex):
Trigger on 'When an item is created or modified'
Check if the emails in your column are the same or have been updated (i.e. was it just some other column that changed or was the email column changed thus need checking)
Note 1: you will need to create a user-hidden text column that the flow uses to store the emails for this comparison
Note 2: you can most likely put this check in a trigger condition (even if your column is a person column, as you can use xpath function)
If emails on the item are different, determine which emails are new
Query the whole list with 'Get items'
Determine if your new emails are in any other items
Note: I'm pretty sure you can do this in the OData filter of 'Get items' noted in #4 by doing a substring check on the user-hidden text column I mentioned in #2 Note 1
For each new email not found in other items ('Apply to each'), perform 'Send an email (V2)'

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CU10030646-0 28 on at

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@MarkLaf

Answer to your questions: All the columns in my list are text columns, and I'm not storing multiple email id's in a single item.

To elaborate my requirement,
I'm first loading some data into my Sharepoint list on a monthly basis, where Email id column is a part of it.
When I'm loading data for the second time or third time, I want to send emails, only to the new email id's that are being loaded for the first time in my List. I want to skip the email id's from the second data load, which were already loaded last month, because the notification has been sent to them already.

So, basically I want to identify the new users every month through email address, and send notification only to the new users. I have a separate column called 'Status' in my sharepoint list. So i'm trying to figure out how to update this column, with the values "New" or "Old", so that I can filter my records, based on this status.

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MarkLaf 18 on at

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Try something like the below. This assumes the text field with your email id is called Email. Whatever it is, be sure to use the internal name rather than display name.

Quick edit - including text to help avoid typos when copying:

Get items - Filter Query:
Email eq '<Email from trigger>' and ID lt <ID from trigger>

Condition - left of operator:
length( outputs('Get_items')?['body/value'] )

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