Hello,
I have a SharePoint list that I'm using as a helpdesk and have a workflow that sends comments from SharePoint to a requesters email address.
When the requester replies to the email, there is a workflow that checks the subject line and matches the reference in the subject line against a ticket number in the SharePoint list.
The problem I have is that during the For each part of the workflow, it is taking a long time to loop through all the items in the list before it finds the matching item.
Earlier today it took 10 mins and now it's taking 22 mins.
It's worth noting that during testing we had 800 test tickets and rather than creating a new list for go live, we simply added dummy tickets to take it up to 999 items and then deleted these and went live at ticket reference CXL-1000 where 1000 is the SharePoint item ID. Even though the test tickets were deleted and not "visually" seen, I understand the ID's still remain in the backend database tables in SPO and thinking its taking time to loop through those as well? Even though Get items shows 343 items to search through when the workflow is running.
Any ideas?
My workflow is as below:
I recommend optimizing your flow and SP list with following steps:
1. In SharePoint list "SupportDesk", Index all the columns which you are using in Query. Indexing will improve the performance. In your case, Index SharePoint list column "Ref" and any other columns. You can index upto 20 SP columns.
2. In your flow, Get Items action has Advanced Options such as Filter Query. Use Filter Query to get only the matched items with your condition such as Ref = <value>
With this, you can avoid Apply to each loop completely.
Try above two steps and post here if you have further questions.
Regards
Krishna Rachakonda
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@rsaikrishna how do I get my filter query window to look like that?
This is mine, although I am using Logic Apps - is this easier in Power Automate?
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