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Power Automate - Building Flows
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Scheduled Flow to check multiple lists for yes/no value

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Posted on by 244

I'm going to start by saying I know very little in Power Automate other than working on single SharePoint lists. Been doing a lot in Power Apps, but Power Automate is confusing the heck out of me. I apologize if what I'm asking is so basic a toddler could do it.

 

I'm trying to build a flow that will check a set of lists in a single SharePoint site collection that will all begin with the word "Local" in their display names (but NOT their internal names). The flow will run quarterly (i.e. start on 4/15 and run every 3 months). It will then check each item in each list for its last modified date. If that date is over 80 days old, it will change a yes/no field called QRC to false if it is true. Once this is complete, the flow will then check each item in each list for false QRC values and send an email notification to each item's owner (stored in a people picker) asking them to come review their item and update it if necessary. It will repeat the email notification weekly until the owner updates the QRC to true.

 

The furthest I've been able to get is using Get Lists and Filter Array to get only the lists that begin with "Local". I'm then lost as to how to check each item in each list for the required values (more than 80 days with no modifications and QRC = true) and then to check them again for all the QRC = false. It seems that it will probably be easier to do two separate flows, one to set the QRC for all items over 80 days old to false and a separate one to send an email notification to all owners where QRC is false. I just have no idea where to go from here. 

Any help is appreciated, including any guidance for good free tutorials on the more complicated features like this. As mentioned before, I've done flows with specific lists, but never a site wide flow checking and acting on multiple lists simultaneously. 

  • CCJones Profile Picture
    244 on at
    Re: Scheduled Flow to check multiple lists for yes/no value

    More success! Finally got the query to work by making it a multiple value query in the Get Items action. The ODATA query is:

    Modified le '@{formatDateTime(addDays(utcNow(), -80)}' and QRC eq '1'

    Using true or 'true' did not work but '1' for the true value did. 
    Now I have to set those QRC values to false, then get the item owner email address from each and send a notification email.

  • CCJones Profile Picture
    244 on at
    Re: Scheduled Flow to check multiple lists for yes/no value

    Made one step forward in progress but stuck again. 
    After the initial filter array to get the lists starting with "Local", I added a For Each loop with a Get Items action filtering on the Modified date being at least x number of days old. I set the site address to the site collection where the lists reside and the List Name value to the "DisplayName" property from the initial Filter Array action. This works and returns the correct items. 

     

    I tried to use CoPilot to get some guidance on how to filter the returned list items for those where the QRC column is true, but I keep getting an error that the query is invalid no matter what variation I use based on the feedback from CoPilot. It says I should have a query of "item()?["QRC"] eq true". That doesn't work. It suggested changing it to "item()?["QRC"] eq 1". Also doesn't work. It suggested wrapping it in @{} (so @{item()?["QRC"] eq true} ) but that also doesn't work. When I use the basic filter options and enter QRC equals true and then look at it in advanced mode, the query looks like "@equals('QRC', true)". However, it returns no results despite there being multiple items with QRC = true in the returned lists. I also tried making it filter on "QRC" (quotes included) and it still returns nothing. 

    Get_Lists_Query_Failure_to_Return_QRC_true_items.png

  • Akj Profile Picture
    38 on at
    Re: Scheduled Flow to check multiple lists for yes/no value

    I think after the filter you need a select to get all the true records which should give you an array. But that is far as I could get.  Have a look at Damobird365 channel on YouTube he might have some useful stuff there that would help with the rest.

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