Power Automate Flow parsing multi-select into separate SharePoint entries.

[KhrystinaM]

Hello, 

I have a SharePoint list with a multi-select field. I need my power automate to create a line item for each multi-select entry. For example, one line item lists 11 departments. I need to create 11 different entries in my SharePoint list. 

Thank you,

Khrystina

[BCBuizer]

Hi @KhrystinaM ,

Insert a "Apply to each" action in your flow where you set the value of the Department column for a selected item as the input. This will perform the action(s) inside the loop for each, in this case, Department. If you then add ad "Create Item" action, you will get the outcome you described:

[KhrystinaM]

@BCBuizer, how did you write your expression? It doesn't like mine. 

outputs(outputs('Get_items')?['body/value'])

[BCBuizer]

Hi @KhrystinaM,

The Get items action will always return an array, meaning you'll have arrays (Departments) within arrays (SharePoint Items). 

If you have any filter conditions set which will make sure the Get Items action will always return a single item, you can set your expression to:

outputs('Get_items')?['body/value'][0]['Departments']

This selects the Departments column in the first item from the Get Items action.

[KhrystinaM]

@BCBuizer sorry for all of the questions. What do I put in the Create item Department field? Every variation that I have tried fails. 

[BCBuizer]

Hi @KhrystinaM ,

To answer this, some more information is needed: What is the column type of the Department column in the list where you want to create the items? I'm assuming you are creating the items in a different list from your source list, correct?

[KhrystinaM]

@BCBuizer 

I have a source list (library) for my get items which will run daily and create entries into a workable SharePoint list. My department field is a lookup field pulling from a department library SharePoint list. Some categories are worked by multiple departments so we would like to create a separate line item for each selected department. 

Thank you,

Khrystina

[BCBuizer]

 @KhrystinaM ,

From what you describe, it seems you can just use item() as the expression for the Department column.

[KhrystinaM]

What do I put in the department field under Create item? I tried the expression, but it failed. 

This is the error message

The execution of template action 'Apply_to_each_2' failed: the result of the evaluation of 'foreach' expression '@item()' is of type 'Null'. The result must be a valid array.

[BCBuizer]

Hi @KhrystinaM ,

I see you changed the input to the Apply to each loop as well, but that should remain as it was: 

outputs('Get_items')?['body/value'][0]['Departments']

Only for the Department field the item() expression needs to be used. 

I noticed the expected value must be a valid array, which indicates that multi select is still enabled on the column in the SharePoint list. Since you will only have a single item in there, there's no need for that.

[KhrystinaM]

The field is a Single line of text field in the SharePoint list that I want the data to flow into.

The library that it is pulling from is a Lookup multiple choice field

In this example, Service Standard Corrections is processed my 11 departments. I want the flow to create a line item for each department in the working (Status Board Active) SharePoint list. 

Status Board Library

Status Board Active List to be worked

[BCBuizer]

Hi @KhrystinaM ,

If the destination column is a Text type, us item()?['Value'] .

[KhrystinaM]

I don't think I'm following the formula but I appreciate you trying to help me. Thank you!! 

[BCBuizer]

Hi @KhrystinaM ,

The expression basically selected the value of the object instead of trying to push the entire object. I hope the below picture clarifies where you should use which expression:

[KhrystinaM]

@BCBuizer I tried that and got this error. It does not recognize Department as a property. I even created a new field changing it from a Lookup field to a choice field and got the same error. 

InvalidTemplate. Unable to process template language expressions for action 'Apply_to_each' at line '0' and column '0': 'The template language expression 'outputs('Get_items')?['body/value'][0]['Department']' cannot be evaluated because property 'Department' doesn't exist, available properties are '@odata.etag, ItemInternalId, ID, Title, Standard_x0020_Category, Service_x0020_Standard, Service_x0020_Standard_x0020_Des, Tracking, Calculation, Active, Modified, Created, Author, Author#Claims, Editor, Editor#Claims, {Identifier}, {IsFolder}, {Thumbnail}, {Link}, {Name}, {FilenameWithExtension}, {Path}, {FullPath}, {HasAttachments}, {VersionNumber}'. Please see https://aka.ms/logicexpressions for usage details.'.

[BCBuizer]

Hi @KhrystinaM,

Can you please share a screenshot of your full flow? Perhaps I'm not understanding things in the right context.

[KhrystinaM]

@BCBuizer , absolutely. Thank you for continuing to help me.  

Status Board Library fields/type

Department Lookup is a multiple-choice field. I need a row created for each multiple-choice item selected. 

How the Status Board Library looks

This is how it should look when the flow creates a new item

[BCBuizer]

Hi @KhrystinaM ,

Thanks for sharing all this information.

One thing I noticed is there is an extra space in the expression for the input of the loop:

Because of this space, you define a column that doesn't exist, so that is probably causing you an error, correct? If so, please share the error text.

[KhrystinaM]

@BCBuizer, that was my issue. Thank you for catching it. The flow ran, however it only returned the first department. I need it to return each multiple choice department listed in one column to their only individual columns. For example, my library has 54 entries (some with multiple departments). I need it to create 123 entries in my working sharepoint list. 

[BCBuizer · Accepted solution]

Hi @KhrystinaM ,

When you say "it only returned the first departments", do you mean the first item from the library? If so, that is intentional by selecting the first item through "[0]" in the input for the loop. If you want to loop through all items and then through all departements for each item, you need to use a loop inside a loop.

input for first loop:

outputs('Get_items')?['body/value']

input for nested loop:

item()?['Department']

Then place the Create Item action inside the nested loop.