List of all direct reports and subordinates

[JimSutt]

I'm trying to build a Power Automate flow that will output a list of all every user that reports (both directly and indirectly) to a manager user ID (input).  I have tried to use the "Office 365 Users.Get direct reports" action, save the output to an array variable, and then loop through that array with the same "Get direct reports" action to return the next layer of users.  When finished, I would append all these lists together for a single complete list of all direct and indirect reports.

My issue is there could be 5+ layers of management in the organization, so I would like the flow to keep digging into each user until the "Get direct reports" returns nothing.  There has to be a simpler method than essentially an infinite number of embedded loops!

[-Alex-]

Hi @KennyJ , I haven't got a solution but have the same output issue that the flow only returns the first level of direct reports and no further subordinates - just wondering if you ever found a solution or any further understanding on this as it appears no-one in this topic has responded to it. Personally, I think the topic title List of all direct reports and subordinates is mis-leading as it does not appear to identify the Direct Reports of the Subordinates.

[JimSutt1 · Accepted solution]

@-Alex- I'm sorry that you feel the title of this post is misleading.  I can assure you that the goal of this post is to get a list of all direct reports and indirect reports.  Here is a full image of the entire flow updated to use "Configure run after".  For the way the Office365 profiles are configured in my organization, the flow below works perfectly.  The logic in the "Filter Array" step is optional and is my attempt to exclude certain roles.  I hope this helps.

 

[-Alex-]

Many thanks @JimSutt1 I think I was disappointed with the initial output I got following the steps outlined in this topic, although I was really happy it worked (I'm a beginner)! I really appreciate your response and sharing the flow. I will go away now and study it! Many thanks!

[Anonymous]

I have been looking for a solution for months! Thank you so much for this. It works like a charm. 😘

[karl_oliverio]

May I know what is the expression used in the do until loop?

[JimSutt1]

Hi @karl_oliverio , please see my post from ‎10-21-2022 above.  I break down each expression, including the do until loop.  Hope this helps!

[Diti]

@JimSutt  I have followed your flow to the very last detail. It works but for some reason it gets direct reports of only 1 manager and not the other. I see @KennyJ  had the same question. Any help?

[Diti]

Did you find a solution for this? I'm running into same issue.

[JimSutt1]

@Diti please see my detailed view of the entire flow on 10/21/2022.  My guess is the counter is not initiated or incremented the same in your flow.  Pay close attention to where the counter is incremented (outside the "Apply to each" loop but inside the "Do until" loop.  

[Diti]

Yep - that was it. Working as expected now. Thank you so much!

[JimSutt1]

Glad to hear it is working for you!  

[J__N]

Thx @JimSutt , this is awesome and I can apply it to numerous use cases.  I'm stuck at one part.  Where do i get the variable 'Output' to add to the value of Initialize array variable: FinalArray?  I only have 'Current item'

[JimSutt1]

@J__N the input for the FinalArray comes from the Select statement in the previous step.  Please see my detailed view of the entire flow posted on 10/21/2022.  From your screenshot, I can't see the steps you have prior to the Initialize Variable step, but it seems a step was missed.  I hope this helps!

[Diti]

I am posting the final results of this flow to a SharePoint list and have the flow run daily to capture new employees joining the department. Is there a way to add a new step to the flow which reviews what's already on SharePoint and only adds new employees?

[JimSutt1]

@Diti Within the "Apply to each" loop in which you are appending the values to the FinalArray array variable, you can include additional steps to search your SharePoint List for the current item's email address.  If not found, add that record to the SharePoint List.  I had originally intended to do something similar, but even take it further to remove an entry from the SharePoint List if it doesn't show up in the FinalArray, hence keeping the SharePoint List up to date.  I never got around to doing so, so I don't have examples to share.  

[J__N]

Thx @JimSutt1 

I can't get the Select outside of a For Each, automatically created by the flow.  Here's my section screenshot: 

[JimSutt1]

@J__N it appears that the "Search for users" has been deprecated and the V2 does return an array rather than an object.  However, I'm able to add a Select function with the value from "Search for users V2" outside of a loop.  If the flow won't allow you do to so, put the value from "Search for users v2" into the first() function as an expression, like this:  

first(body('Search_for_users_(V2)')?['value'])

[Diti]

Thank you! Please do share if you're able to find a solution 🙂 I've spent the last two days on this with no results.

[JimSutt1]

@J__N My mistake... my prior response was too complicated.  In the "Search for users (V2)", click on "Show advanced settings" and set Top = 1.  This will only return the first value found and therefore won't automatically load the Select function into a loop.  

@Diti I will do my best, but I haven't worked much with this flow in the past year.

[J__N]

Hi @JimSutt1 , thx.  still not working.  Tries the first(body('Search_for_users_(V2)')?['value']) expression and set Top to 1, even attempted to wrap the 'body' with [], eg. [body].  As soon as I map and value from Search for users (V2), it moves my Select action into Apply to each.  Anxious to get this working...