Update multiples records with FictitiousID

[JamtMaster]

Good day. I am entering several records at the same time and to identify those that are registered in a group, I put a FictitiousID field.

That is, if I register Pedro, Pablo and Juan, they will have a different ID (the one generated by SharePoint) and the same FictitiousID.

What I want is that when modifying any of the 3 records, the same thing is modified in certain fields in the others that coincide with the FictitiousID.

I tried to do something like the one in the photo, but it gives me an error. Could anyone help me in the right direction?

[LaurensM]

Hi @JamtMaster,

The Update Item action expects the actual row ID. In order to achieve your goal you will have to add a 'Get Items' action first. Within this action click on 'Show Advanced Options' and add the following expression in the Filter Query section:

FictitiousID eq [ADD IDFic dynamic content here]

If you do not want to update the original record twice use:

FictitiousID eq [ADD IDFic dynamic content here] and ID ne [ADD ID dynamic content here]

If it is a text field you might need to add single quotes around the dynamic content. After this use the unique ID field of this Get Items action in your Update Item action. This will nest the Update Item in an Apply to Each loop.

In other words, it will loop over all records with a similar Fictive ID and make the change there as well.

If this solves your question, would you be so kind as to accept it as a solution.

Thanks!

[JamtMaster]

Thank you very much, I think that is exactly what I need, but I have a problem. My FictitiousID  is different from the original ID.

I have a field called ShadowID that I use to solve some delegation problems that is the same as the original but the ShadowID is different in each record and it would not link the 3 records as 1, so I created the FictitiousID  but this ID just starts at 1 because I get it from another table that I just created for these purposes.

IDFic = My FicticiousID

Currently what I do is create a record in another table called IDGenerator prior to creating the multiple records to use the id of that record as FictitiousID  in my original table. Could it be incremented in some configuration of the list so that it equals the current id of my table or is there a better way to solve it?

That is my code:

SubmitForm(FIDGen);;

If(
    varTipoIdea > 1;
    ForAll(
        colIdeaM;
        Patch(
            IdeasFE;
            Defaults(IdeasFE);
            {
                Fecha: ThisRecord.fecha;
                Codigo: ThisRecord.codigo;
                Nombre: ThisRecord.nombre;
                Turno: ThisRecord.turno;
                Departamento: ThisRecord.departamento;
                Oportunidad: ThisRecord.oportunidad;
                Propuesta: ThisRecord.propuesta;
                AreaImplementacion: ThisRecord.areaimple;
                AreaImpacto: ThisRecord.areaimpac;
                Estatus: ThisRecord.estatus;
                Clasificación: ThisRecord.clasificacion;
                HappyPuntos: Value(ThisRecord.happypuntos);
                Canjeados: Value(ThisRecord.canjeados);
                TipoIdea: ThisRecord.tipoi;
                IDFic: FIDGen.LastSubmit.ID
            }
        )
    );
    SubmitForm(RIdeaForm)
);;

[LaurensM]

Hi @JamtMaster,

Why is it an issue that the fictitious ID is different from the original ID? The solution looks ok to me, since the fictitious ID will link the 3 records together. The flow will take care of updating the other records, when one of the linked records is updated. If we were to match the IDFic with the actual ID, the records would no longer be linked.

Another way you could go about linking these records (without the need of an extra table), is by making a unique GUID string in your original list and use that as a link between the records. You would need an additional text field in your list (IdeasFE) that will store this unique link. Let's call this field LinkGUID.

The records would have the exact same unique string:

//Power Apps generates a unique GUID
Set(varGUID, GUID());
If(
    varTipoIdea > 1;
    ForAll(
        colIdeaM;
        Patch(
            IdeasFE;
            Defaults(IdeasFE);
            {
                Fecha: ThisRecord.fecha;
                Codigo: ThisRecord.codigo;
                Nombre: ThisRecord.nombre;
                Turno: ThisRecord.turno;
                Departamento: ThisRecord.departamento;
                Oportunidad: ThisRecord.oportunidad;
                Propuesta: ThisRecord.propuesta;
                AreaImplementacion: ThisRecord.areaimple;
                AreaImpacto: ThisRecord.areaimpac;
                Estatus: ThisRecord.estatus;
                Clasificación: ThisRecord.clasificacion;
                HappyPuntos: Value(ThisRecord.happypuntos);
                Canjeados: Value(ThisRecord.canjeados);
                TipoIdea: ThisRecord.tipoi;
                LinkGUID: varGUID
            }
        )
    );
    SubmitForm(RIdeaForm)
);;

Within your Form, the default of that new field will just be GUID() - since you only submit the form when there is 1 record in colIdeaM.

When you update one of the records, you could use this field to find the other linked records and update them accordingly.

I hope this helps!

[JamtMaster]

@LaurensM 

In that case I must be doing something wrong.I tried it both with the quotes and without the quotes, although the IDFic field is number type. Look:

[LaurensM · Accepted solution]

Hi @JamtMaster,

If the (1) flow only triggers when the records with IDFic 2 are already created in IdeasFE, (2) IDFic is a number field and (3) the correct SP List is linked to the Get Items action, the flow should work with IDFic eq 2. 

I unfortunately am not able to recreate this issue. In my case, the flow always finds the corresponding records. However, this might be because your list contains more records (mine only has +- 500). You might need to enable pagination:

This can be done by clicking on the 3 dots in the upper right corner of the Get Items action, select settings and enable pagination. The docs do not specify whether you need to define a threshold in this case. I would suggest trying without first, otherwise your threshold can go up to 100.000 records.

I hope this helps!

[JamtMaster]

Thank you @LaurensM apparently it was due to the limitation of the records, I enabled the pagination and this time it worked without problems

[LaurensM]

Ok perfect! Glad to hear the issue is resolved.

Thank you for explaining the issue in such great detail. 😊