Flow and SharePoint Online Large Libraries

Using Flow to get or check for files in a large SharePoint library can be a little tricky. If you are sure your library will always stay under 5,000 items the Get Files (properties only) Flow action is a quick n’ simple approach to use. When your library crosses over the mythical 5k mark or somewhere in that neighborhood, the Get Files action will fail to return results without warning. What I’m outlining below are other options when working with large libraries.

Setup:



Option 1: Get Files using an Odata filter query
downside: only use this in small libraries



Result:


Option 2: use the SharePoint API
downside: the lack of transparency from Microsoft related to how often data is crawled.

Result:

Option 3: use the SharePoint API along with a filter action on the library. This option does require that you have metadata set up on the library to filter on and there is not a wildcard / contains option. The filtered value needs to be exact.
downside: you will need to set up your metadata ahead of time or create it after the fact then backfill.

Result:

The more I learn about Flow and SharePoint Online, the more I’m starting to like Option 3 when doing a lookup type of search. SharePoint Search is an extremely powerful tool if the search index is fresh.

Get and Set SharePoint Yes No Field Using Flow

Simple question: Using a Flow condition, how do you check the value of a SharePoint Yes No field?

My first attempt was to set a variable equal to the SharePoint list value, then check the condition like this:



And, for good reason, this did not work.
My next attempt was to try replacing the condition value with true or false.



And, again, this did not work!
Sooo, what if I convert the true or false to a string?


It worked!



How do you set or update a SharePoint Yes No field using a Flow variable?


Create a string variable, then set the value to true or false.
SharePoint display values:
Yes = true
No = false


Flow Variables Not Displaying In The Dynamic Content Menu

I was trying to dynamically set a SharePoint list item ID to a variable but the variable was not displaying in the Dynamic Content menu.

The solution was to use an expression to set the value, save the flow, exit the edit screen, then re-enter the edit screen.

variables('varRefID')
Create a variable
Notice the variable is not available for selection
Use the expression window to enter the variable name
The variable has been added but looks weird. This is not an issue but continue reading if you want to clean display value.
Save your flow and exit the edit screen.
Edit your flow
The variable is now displayed correctly!

Power Automate Bad Gateway Error

I was trying to use a SQL Insert Row action to insert a new row in a SQL Server table and received a Bad Gateway error. First, I thought it was a permissions issue, then I thought my Flow stopped working…

Turned out to be an issue with the amount of data being inserted into a field. One SQL column was set to varchar(X) and the Flow was trying to insert more characters than X.