Update SharePoint list if the record exists, or Create a new record If it doesn't exist ( Record is coming from Azure data lake CSV file and I am successfully able to convert CSV record into SharePoint List.)

[krish11]

CSV Record is coming from Azure data lake CSV file and I am successfully able to convert that CSV record into SharePoint List. I have around 1000 records in the CSV file and it is increasing day by day. Someone from the community helped me to convert this CSV into the list.

I have tried to delete all the records from the list when the flow starts and then create them again at the end of the flow. And this works for some days but now because of slow flow performance, it is not working. So I am thinking if anyone has any idea about how can this work please reply here.

I have used the get items action to get previously created items in the SharePoint List. And after that compared the unique column of both (previously created list and the new records that coming from Parse JSON action), but this is not working for me. Please help if anyone has any idea about it.

 I appreciate your help. Thank You in advance.

[DamoBird365 · Accepted solution]

Hi @krish11 

I've done this on two get items from a SharePoint list and assumed you are happy with your CSV as a JSON.  The first List is the MAIN list, the second is the one you want to create new or update if exists.

If you are happy with a copy / paste (ctrl + v) into the clipboard of the next step -> my clipboard , you can try the following scope FULL Solution: 

{"id":"78a3b1f6-c016-441f-91a2-ade1-e3f0418c","brandColor":"#8C3900","connectionReferences":{"shared_sharepointonline":{"connection":{"id":"/providers/Microsoft.PowerApps/apis/shared_sharepointonline/connections/shared-sharepointonl-c5e113e4-3432-4cf0-bcc3-e1f7a72a25cb"}}},"connectorDisplayName":"Control","icon":"data:image/svg+xml;base64,PHN2ZyB3aWR0aD0iMzIiIGhlaWdodD0iMzIiIHZlcnNpb249IjEuMSIgdmlld0JveD0iMCAwIDMyIDMyIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPg0KIDxwYXRoIGQ9Im0wIDBoMzJ2MzJoLTMyeiIgZmlsbD0iIzhDMzkwMCIvPg0KIDxwYXRoIGQ9Im04IDEwaDE2djEyaC0xNnptMTUgMTF2LTEwaC0xNHYxMHptLTItOHY2aC0xMHYtNnptLTEgNXYtNGgtOHY0eiIgZmlsbD0iI2ZmZiIvPg0KPC9zdmc+DQo=","isTrigger":false,"operationName":"DamoBird365_Update_If_Exist_or_Create_New_Item","operationDefinition":{"type":"Scope","actions":{"List1_OR_CSVJSON":{"type":"OpenApiConnection","inputs":{"host":{"connectionName":"shared_sharepointonline","operationId":"GetItems","apiId":"/providers/Microsoft.PowerApps/apis/shared_sharepointonline"},"parameters":{"dataset":"https://abdndamodev.sharepoint.com/sites/DamoBird365","table":"d4daa63c-a76b-44c5-a9ba-b0085a152782"},"authentication":{"type":"Raw","value":"@json(decodeBase64(triggerOutputs().headers['X-MS-APIM-Tokens']))['$ConnectionKey']"}},"runAfter":{}},"List2":{"type":"OpenApiConnection","inputs":{"host":{"connectionName":"shared_sharepointonline","operationId":"GetItems","apiId":"/providers/Microsoft.PowerApps/apis/shared_sharepointonline"},"parameters":{"dataset":"https://abdndamodev.sharepoint.com/sites/DamoBird365","table":"d478fc16-0f5f-438e-b113-183ad583b397"},"authentication":{"type":"Raw","value":"@json(decodeBase64(triggerOutputs().headers['X-MS-APIM-Tokens']))['$ConnectionKey']"}},"runAfter":{"List1_OR_CSVJSON":["Succeeded"]}},"Apply_to_each":{"type":"Foreach","foreach":"@outputs('List1_OR_CSVJSON')?['body/value']","actions":{"Filter_array":{"type":"Query","inputs":{"from":"@outputs('List2')?['body/value']","where":"@equals(item()?['Title'], items('Apply_to_each')?['Title'])"},"runAfter":{}},"Condition":{"type":"If","expression":{"greater":["@length(body('Filter_array'))",0]},"actions":{"Update_item":{"type":"OpenApiConnection","inputs":{"host":{"connectionName":"shared_sharepointonline","operationId":"PatchItem","apiId":"/providers/Microsoft.PowerApps/apis/shared_sharepointonline"},"parameters":{"dataset":"https://abdndamodev.sharepoint.com/sites/DamoBird365","table":"d478fc16-0f5f-438e-b113-183ad583b397","id":"@items('Apply_to_each')?['ID']","item/Title":"@items('Apply_to_each')?['Title']","item/SomeText":"@items('Apply_to_each')?['SomeText']"},"authentication":{"type":"Raw","value":"@json(decodeBase64(triggerOutputs().headers['X-MS-APIM-Tokens']))['$ConnectionKey']"}},"runAfter":{}}},"runAfter":{"Filter_array":["Succeeded"]},"else":{"actions":{"Create_item":{"type":"OpenApiConnection","inputs":{"host":{"connectionName":"shared_sharepointonline","operationId":"PostItem","apiId":"/providers/Microsoft.PowerApps/apis/shared_sharepointonline"},"parameters":{"dataset":"https://abdndamodev.sharepoint.com/sites/DamoBird365","table":"d478fc16-0f5f-438e-b113-183ad583b397","item/Title":"@items('Apply_to_each')?['Title']","item/SomeText":"@items('Apply_to_each')?['SomeText']"},"authentication":{"type":"Raw","value":"@json(decodeBase64(triggerOutputs().headers['X-MS-APIM-Tokens']))['$ConnectionKey']"}},"runAfter":{}}}}}},"runAfter":{"List2":["Succeeded"]},"runtimeConfiguration":{"concurrency":{"repetitions":50}}}},"runAfter":{}}}

The solution requires an apply to each on the full list and then a filter on the second against the matching 1 to 1 columns (I have used Title in my example).  After each filter, you use a condition to check the size of the array, if there is match, the array length will be greater than 0 and you therefore update, otherwise you create new.

Update and Create Item Expanded:

My lists were pretty basic, if I update something in List1, it updates List2, if I add an item to List1, it adds to List2.

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Cheers,
Damien

P.S. take a look at my new blog here

[krish11]

@DamoBird365  Thanks again for that CSV to JSON conversion. That is really helping me.

In this solution, you have 2 SharePoint List right? But what if I only want one Sharepoint list. Because this SharePoint list I'm using in power Apps. And that CSV is updating hourly. That's why I want the flow to update SharePoint List Hourly. So I will get freshly updated data from power Apps.

Once records are created, I only want to update that item or add new ones if don't exist in the list. Item creation is already done. Then I only want to update that same item or if CSV has any new item then want to create a new item.

In this process how we required 2 SharePoint lists that I don't understand. Could you please explain?

[DamoBird365]

Hi @krish11 

List1 is your CSV array. List 2 is your SharePoint list. I just didn’t have a csv to hand and so 2 lists were easier.

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Cheers,
Damien

P.S. take a look at my new blog here

[krish11]

I have tried but still not getting it. Could you please check the below screenshots.

In filter array, I have compared Sharepoint lists report id to parse JSON report id.

And in the update and create item step Apply to each is coming automatically.

[DamoBird365]

@krish11 Looks ok. Can you explain what’s happening? An error? Is the condition not evaluating as expected? Try putting the two fields you are comparing in compose actions in the yes no branches to see what’s being evaluated. Might help understand what is going wrong?

Damien

[krish11]

First I am getting an error in the flow checker for the Odata query. but still, I saved and run it and it ran.

And the second one is it's taking 30 mins for only 50 records in the filter query step. So how would I deal with 1000 items?

[DamoBird365]

The warning is a standard warning based on you accidentally querying a large data source but this is intentional.

During the 30 minute runtime, do you get the desired result? 

is concurrency turned on for the apply to each? Elipsis (...) and settings.

when you look at the history of the run, where is all the time lost? You should see on the actions.

How big is your csv array?

Damien

[krish11]

Yes after 30 mins I got the results only for the first time. Now it is failing at the Update item step. The error message is like a temporary error try after some time.

Now I have concurrency turned on for all 3 apply to each step. 

My CSV has a 1000 record currently.

I'll try again tomorrow. Maybe error would go. And update you. Thanks for tolerating me.