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Flow from Forms to Lists - can't get entries to match up

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Hi, I'm having a bit of difficulty building a flow. I am trying to use data collected from Microsoft Forms to help populate a database on Sharepoint Lists. Essentially I want the flow to work as follows:

* If the email address collected in Microsoft Forms matches an email address in the list, then the row in Lists should be updated with the information from the form (all form entries have a corresponding column in Lists)

* If the email address collected in Microsoft Forms does not match an email address in the list, then it should create a new row in the database with the new information captured.

I have played around a bit with this, but at this stage when I enter dummy data in the form, all it seems to do is update the next row in the list (it doesn't match it at all based on email address).

I am new to using flows, so I'm sure there's a simple solution to this, but I can't seem to find it anywhere. Any guidance you have would be greatly appreciated!

Thanks a bunch,

Elise.

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Mira Ghaly 11,409 Moderator on at

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Re: Flow from Forms to Lists - can't get entries to match up

@Anonymous
First of all to get the correct item from the list , you need to use the GetItems Action and use the Filter Query as below, say you have a sharepoint column name called Email
Then add a compose action that get the length of the Get Items if the length is greater than 0 , then you have to update the item with the values from your MS Form otherwise create a new item,
Compose Expression:
length(outputs('Get_items')?['body/value'])
Pass the outputs of the compose step to the Left hand side of your condition Expression.

On the yes branch Add a new compose expression and set it to the ID of the first matching item as below:
Compose 2 Expression:
first(outputs('Get_items')?['body/value'])['ID']

Pass the outputs to the of the compose 2 step to the Update Item
On the No Branch you can create a new item in the case there is no matching item.

Hope this helps!

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Community Power Pla... on at

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Re: Flow from Forms to Lists - can't get entries to match up

Hi @Mira_Ghaly

Thanks so much for replying so quickly! I think that all makes sense. My only remaining question is: on the no branch, when I click Create item, once I've selected the site address and list name it also asks for the Title. What should I put this as?

When i click Apply Dynamic Content it says I can use 'Title' from Sharepoint, but when I click that it seems to change the action from 'Create item' to 'Apply to each'.

Thanks again 🙂

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Mira Ghaly 11,409 Moderator on at

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Re: Flow from Forms to Lists - can't get entries to match up

@Anonymous
The title is a column on your SP list so you need to set it to a value from your MS form response or may just any static variable.
Hope this makes sense!

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Community Power Pla... on at

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Re: Flow from Forms to Lists - can't get entries to match up

Hi @Mira_Ghaly

Hmmm, when I test the flow it seems to have an error at 'Get Items' step - I've tried this both for a new email and an email that already exists in the SP list. Any idea what could be going on?

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Mira Ghaly 11,409 Moderator on at

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Re: Flow from Forms to Lists - can't get entries to match up

@Anonymous
Can you paste a screenshot of the Get Items step

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sberry 23 on at

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Re: Flow from Forms to Lists - can't get entries to match up

Hey @Mira_Ghaly

I'm so happy I found this thread. I have a form that we use for learners to submit their homework answers to and when they complete the form, I want the submission time stamp to populate the learners line item in my SharePoint list where I manage the learners.

I followed your thread and when I run the test, it now fails the last step. I've changed the expression to say ID to other columns in my SharePoint List but I think I do not understand the last bit of the expression you said to use. This is what I have currently:
first(outputs('Get_items')?['body/value'])['LearnerEmail']

Any help you can provide will be greatly appreciated.

Thank you,
Sam

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