Two Forms into one list - Matching Unique Identifier

[SLBMetrology]

I have two Forms that i need to add information into the same List matching the unique ID in both. Using flows, when Form A is filled out it is added to a List and is given a unique identifier.  I need to figure out how to have Form B, which will contain the same unique identifier, search the list and backfill information to that specific line item created originally from Form B.

My exact scenario is:

When work request (Form A) is submitted it generates a line item on a List with a unique identifier (Job #).  The job is then assigned to a Maintenance crew member and they are emailed the details from the Work Request (Form A). When a  Maintenance team member completes the job they fill out details on a Maintenance Tracker (Form B) including the unique identifier (Job #).  I need those details to backload into the form and find the matching ID to continue the details of that specific job on the same line.  There will eventually be a series of approvals attached as well.

I am new to all of this and have the majority of it figured out I just cannot get how to search for the ID and have it continue the line of information.  I do not have a background in coding, therefore the more simplistic the explanation the better.

Thank you in advance for your help!!

[annajhaveri]

@SLBMetrology  are you using SharePoint list? If yes, you can use Get Items action with filter query to get the item that matches with unique identifier. Can you please let me know following details so that i can provide you what your filter query should be:

1. Name of Column which stores Unique ID

2. Data type of column which stores Unique ID

[SLBMetrology]

Thank you! Yes!! I am using SharePoint List.

1) The column name is Work Order I.D. #

2) The data type of column is single line of text.  The ID is generated with another flow.

Let me know if you need any further information.

[annajhaveri]

Okay, so now we will first need to get internal name of the Work Order I.D # column, can you go to SharePoint List Settings, click on the Word Order ID column, then check the URL in browser, you will see Field=<value>, can you please provide what you see after Field= in the URL?

[SLBMetrology]

=%7BB85D75CD%2D14B8%2D4A6A%2D9D12%2D65F37EA78B31%7D&Field=MaintenanceI%5Fx002e%5FD%5Fx002e%5F%5Fx002

Hopefully I selected the correct URL you were in need of.

[annajhaveri]

@SLBMetrology , yes looks correct, i just confirm that it is for Word Order ID column. So from URL it looks like internal name of column is MaintenanceI_x002e_D_x002e__x002

Please configure the Get Items action as below screenshot

In the filter query paste in MaintenanceI_x002e_D_x002e__x002 eq, and then select the Unique Identifier from Dynamic Content, then it should look like filter query provided in screenshot, the only difference will be that i selected Response Id from dynamic content in filter query, you will have your Unique Identifier from dynamic content in filter query.

[SLBMetrology]

Please bear with me. I'm kind of at a loss with this one, start to finish.  Would i start this flow with Get Items?? Or would a start it with 'When a new response is submitted' ---> 'Get response details' ---> 'Get items'  For whatever reason my only choice to put into the Filter Id is Forms response ID.

I'm just starting into all these MS programs.

[annajhaveri]

@SLBMetrology  no worries, apologies for not being clear. The sequence of flow will be 'When a new response is submitted' ---> 'Get response details' ---> 'Get items'

You should have more items in Dynamic Content under Get Response Details, the fields in the form will be available in Get Response Details Dynamic Content, like shown in screenshot below, i have those fields on the form and those are available in Dynamic Content

[SLBMetrology]

@annajhaveri Thank you again.

Okay I got up to that point ironed out.  Now how do I tell it to add the information from form B into the same line item of the matching Unique ID?

[annajhaveri]

@SLBMetrology , once you have added Get Items action and you are getting the expected item from the list, add Apply to each action to the flow after the Get Items action. Then use the value (list of items) (from Get Items) as input to Apply to each action. Then inside Apply to each action you can use Update Item action to update the columns you want to update using the values from form

[SLBMetrology]

@annajhaveri I'm getting this error at the 'Get Items' step:

The expression "MaintenanceI_x002e_D_x002e__x002 2021-100007" is not valid. Creating query failed.
clientRequestId: 78a01f1a-5463-4cfb-9365-b0d7c83f0d8d
serviceRequestId: 78a01f1a-5463-4cfb-9365-b0d7c83f0d8d

[SLBMetrology]

@annajhaveri  This is what I have so far...

[annajhaveri · Accepted solution]

@SLBMetrology  you are missing eq in between it should be MaintenanceI_x002e_D_x002e__x002 eq 2021-100007. also you are missing quotes around the Word Order ID, please see below screenshot

Eq is not equals to comparison in  query.

[SLBMetrology]

@annajhaveri   That did the trick!! Thank you!!

One last item that came up... I have a step in between when the first form is submitted and the second that automatically sends an email when the task is assigned. When it back filled the other fields it resent the email that I was assigned a task.  Is there a way to make it not trigger that a second time??

[annajhaveri]

@SLBMetrology  i did not quite get that, you have same form being filled up by used twice and you want flow to trigger only for first time? I am not sure if that is possible, but you can put a condition action after Get Response Id to check a specific field value to determine if form is being submitted for first or second time

[SLBMetrology]

Thank you!! I will try and see if I can make the email work.

In the future how do I know what portion of the URL to use in the filter query to use in other flows?? 

I am trying it with the following URL but I’m not sure what to use from it. 

=%7BB85D75CD%2D14B8%2D4A6A%2D9D12%2D65F37EA78B31%7D&Field=Title

Your help is greatly appreciated!!

[annajhaveri]

@SLBMetrology  if the URL is 

=%7BB85D75CD%2D14B8%2D4A6A%2D9D12%2D65F37EA78B31%7D&Field=Title - Use whatever it is there after Field=, so this URL has Title, so use that in Filter query

if the URL is 

=%7BB85D75CD%2D14B8%2D4A6A%2D9D12%2D65F37EA78B31%7D&Field=MaintenanceI%5Fx002e%5FD%5Fx002e%5F%5Fx002 then take MaintenanceI%5Fx002e%5FD%5Fx002e%5F%5Fx002 and replace %5F with underscore (_) so use MaintenanceI_x002e_D_x002e__x002 in filter query.

[SLBMetrology]

@annajhaveri You are amazing!!! Thank you for your help!! There is so much to learn, but it’s a fun and exciting journey!!! 

[annajhaveri]

@SLBMetrology  thank you, happy to help 🙂  We always learn from each other in the community, the community here is amazing 🙂