How do you find ALL the Flows that reference a SharePoint site or list?

I asked this question when I first started down the path of learning about Flow:
How do you find all the Flows running on or referencing a SharePoint list?

UPDATE / EDIT – READ THIS Part
Before you start on this, please ensure that your account or the account you are using to run the script has sufficient permissions to the target environment(s).

$oneFlow = Get-AdminFlow -FlowName "00000-ae95-4cab-96d8-0000000" -EnvironmentName "222222-4943-4068-8a2d-11111111"

$refResources = $oneFlow.Internal.properties.referencedResources
Write-Host $refResources



If you run that command and look at the returned properties and see an error, that means you do not have the correct permissions to move forward. You can check your permissions in the Power Platform admin center: https://admin.powerplatform.microsoft.com/

/end of update

Think about it: someone in your company creates a Flow that runs when a SharePoint item is updated. Fast forward a year or so, and that coworker has moved on, and the Flow needs to be updated. If you work for a small company or one that hasn’t fallen in love with Power Platform and Flow, you’re likely in luck, and finding the Flow will take a few minutes. In my case, there are currently 2,712 Flows in my tenant that span several environments.

The PowerShell script I’ve created will query a tenant using the Get-AdminFlow command, return all Flows, and then loop through them. The script can be adjusted to target a single environment using the EnvironmentName parameter. Note: running the script using the Get-Flow action will return all the Flows your AD account can access.

#Install-Module AzureAD
#Install-Module -Name Microsoft.PowerApps.Administration.PowerShell  
#Install-Module -Name Microsoft.PowerApps.PowerShell -AllowClobber 

#connect-AzureAD

function Get-UserFromId($id) {
    try {
        $usr = Get-AzureADUser -ObjectId $id
        return $usr.displayName
    }
    catch {
        return $null
    }
}

#get all flows in the tenant
$adminFlows = Get-AdminFlow 

#set path for output
$Path = "$([Environment]::GetFolderPath('Desktop'))\Flow_Search_for_SharePoint_$(Get-Date -Format "yyyyMMdd_HHmmss").csv"

#set target site
$targetSPSite = "https://yourTenant.sharepoint.com/sites/yourSITE"
$targetSPList = "4f4604d2-fa8f-4bae-850f-4908b4708b07"
$targetSites = @()

foreach ($gFlow in $adminFlows) {

    #check if the flow references the target site
    $refResources = $gFlow.Internal.properties.referencedResources | Where-Object { $_.resource.site -eq $targetSPSite }

    #check if the flow references the target list
    #$refResources = $gFlow.Internal.properties.referencedResources | Where-Object { $_.resource.list -eq $targetSPList }

    if ($refResources -ne $null) {

        #optional - get the user who created the Flow
        $createdBy = Get-UserFromId($gFlow.internal.properties.creator.userId)

        $row = @{}
        $row.Add("EnvironmentName", $gFlow.EnvironmentName)
        $row.Add("Name", $gFlow.DisplayName)
        $row.Add("FlowEnabled", $gFlow.Enabled)
        $row.Add("FlowGUID", $gFlow.FlowName)
        $row.Add("CreatedByUser", $createdBy)
        $row.Add("CreatedDate", $gFlow.CreatedTime)
        $row.Add("LastModifiedDate", $gFlow.lastModifiedTime)
        
        $targetSites += $(new-object psobject -Property $row)
    }
}

#output to csv
$targetSites | Export-Csv -Path $Path -NoTypeInformation

If you don’t want to get the display name of the user who created the Flow, comment out the part of the script that calls the Get-UserFromId function, and you won’t need to connect to Azure.

And to answer my original question: How do you find all the Flows running on or referencing a SharePoint list?
In the script, comment out the part of the script that references $targetSPSite and un-comment $targetSPList. You can get the GUID of the list by navigating to list settings and looking at the URL. Another option is to open the list, view the Page Source, then look for the “listId” property.

In a future post(s), I will outline how to search for all Flows that use different connectors, Dynamics 365 tables (dataverse), triggered from Power Apps, or other objects. All of the info is in the properties of the Flow; getting to it can be a little fun.

Use Python to Query a LARGE SharePoint list.

When querying a SharePoint list that has more than 5,000 items, you’ll likely receive an error like this:

This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator. 


Microsoft.SharePoint.SPQueryThrottledException', 'The attempted operation is prohibited because it exceeds the list view threshold.', "500 Server Error: Internal Server Error for url

Or, your query will only return the default 100 items. To get around this, pagination can be used to query the list and return ALL of the items.
Example:
all_items = list_to_export.items.paged(1000).get().execute_query()

Full script using VS Code:

from office365.runtime.auth.authentication_context import AuthenticationContext
from office365.sharepoint.client_context import ClientContext


app_settings = {
    'url': 'https://taco.sharepoint.com/sites/queso/',
    'client_id': 'ID here',
    'client_secret': 'shhhh its a secret',
}

context_auth = AuthenticationContext(url=app_settings['url'])
context_auth.acquire_token_for_app(client_id=app_settings['client_id'], client_secret=app_settings['client_secret'])

#connect to the site
ctx = ClientContext(app_settings['url'], context_auth)
ctx.execute_query()

#get the target list
list_title = "List of Tacos"
list_to_export = ctx.web.lists.get_by_title(list_title)

#get all of the list items
all_items = list_to_export.items.paged(1000).get().execute_query()
list_items = [item for item in all_items]

print("Item count: {0}".format(len(list_items)))

The example above connects to a SharePoint site using a client ID and secret, then queries the list. Again, the key here is using pagination (paged). You can adjust the page size to better fit your needs, but be sure to leave it under 5,000, or you will be back to square one.

Use Power Automate to Update a SharePoint Person Field

Using the SharePoint HTTP flow action to update a person or group field, I kept getting this error:

A 'PrimitiveValue' node with non-null value was found when trying to read the value of a navigation property; however, a 'StartArray' node, a 'StartObject' node, or a 'PrimitiveValue' node with null value was expected.

The field I was attempting to update is named Submitted By, with an internal name of Submitted_x0020_By. Each time I tried to update the field I was seeing the error noted above. It wasn’t until I looked at one of my previous flow runs did I notice what the issue was. It turns out, that the field name I should be using is Submitted_x0020_ById.



Update flow:

How do you update a Person field if the field allows for multiple selections? The example below will update the field with two different user values, but clearly, this could be extended to be more dynamic.

body('Send_an_HTTP_request_to_SharePoint_User_1')?['d']?['Id']
body('Send_an_HTTP_request_to_SharePoint_User_2')?['d']?['Id']

concat('[',outputs('Compose_1'),',',outputs('Compose_2'),']
{
    "__metadata": {
        "type":"SP.Data.AssignedToListListItem"
    },
    "SubmittedByIDsId": {
         "results": [
                 6,
                 54
          ]
    }
}

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.

Download a File From SharePoint Online Using Python

How do you download a file from a SharePoint Online library using Python?

Update – If you scroll to the bottom, I’ve outlined another approach that uses a username and password to connect via the SharePlum library.

Items needed to run the script in this example:
Office365 Rest Python Client library:
https://pypi.org/project/Office365-REST-Python-Client/
SharePoint App Only Client Id and Secret:
Microsoft documentation:
https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/security-apponly-azureacs
You can create an app principle limited to a single site, list, library, or combination.
Old way (being depreciated):
https://piyushksingh.com/2018/12/26/register-app-in-sharepoint/
Modern approach:
https://www.sharepointed.com/2024/03/modernizing-authentication-in-sharepoint-online/

from office365.runtime.auth.authentication_context import AuthenticationContext
from office365.sharepoint.client_context import ClientContext
from office365.sharepoint.files.file import File

app_settings = {
    'url': 'https://YOURtenant.sharepoint.com/sites/somesite/',
    'client_id': '12344-abcd-efgh-1234-1a2d12a21a2121a',
    'client_secret': 'Oamytacohungry234343224534543=',
}

context_auth = AuthenticationContext(url=app_settings['url'])
context_auth.acquire_token_for_app(client_id=app_settings['client_id'], client_secret=app_settings['client_secret'])

ctx = ClientContext(app_settings['url'], context_auth)
web = ctx.web
ctx.load(web)
ctx.execute_query()

response = File.open_binary(ctx, "/Shared Documents/Invoice.pdf")
with open("./Invoice.pdf", "wb") as local_file:
    local_file.write(response.content)

If the above script does not work, step back and ensure you are connected to the site. The following script connects to a site and outputs its title. This is useful to validate that a site connection can be made.

from office365.runtime.auth.authentication_context import AuthenticationContext
from office365.sharepoint.client_context import ClientContext
from office365.sharepoint.files.file import File

app_settings = {
    'url': 'https://YOURtenant.sharepoint.com/sites/somesite/',
    'client_id': '12344-abcd-efgh-1234-1a2d12a21a2121a',
    'client_secret': 'Oamytacohungry234343224534543=',
}

context_auth = AuthenticationContext(url=app_settings['url'])
context_auth.acquire_token_for_app(client_id=app_settings['client_id'], client_secret=app_settings['client_secret'])

ctx = ClientContext(app_settings['url'], context_auth)
web = ctx.web
ctx.load(web)
ctx.execute_query()

print("Site title: {0}".format(web.properties['Title']))

You can also use a certificate and thumbprint to connect to SPO via an Azure App registration.

import os
from office365.sharepoint.client_context import ClientContext

cert_credentials = {
    "tenant": "44c5f68f-b375-57fd-92dd-0e3d637592ac",
    "client_id": "7cbe82dd-6e9a-4672-b4dc-882d282689ad",
    "thumbprint": "729CAFBBF44861803BC02F25FD17EF2EAB4C242F",
    "cert_path": "C:\\path-to-cert\\SPO-GraphAPI.pem"
}
ctx = ClientContext("https://tacofarm.sharepoint.com/sites/GraphTest").with_client_certificate(**cert_credentials)
current_web = ctx.web.get().execute_query()
print("{0}".format(current_web.url))

SharePlum connection example using a username and password to connect to SharePoint Online. More details about SharePlum can be found here: https://github.com/jasonrollins/shareplum

from shareplum import Site
from shareplum import Office365

sharepoint_url = 'https://YOURtenant.sharepoint.com/sites/spdev'
username = 'You@YourDomain.com'
password = 'Password'

authcookie = Office365('https://YOURtenant.sharepoint.com',
                       username=username,
                       password=password).GetCookies()
site = Site('https://YOURtenant.sharepoint.com/sites/DEV/',
            authcookie=authcookie)
sp_list = site.List('Your List')
data = sp_list.GetListItems('All Items', row_limit=200)

If you get this error, you won’t be able to connect with a username and password, and you’ll need to use an App Password.

File “C:\Python311\Lib\site-packages\shareplum\office365.py”, line 80, in get_security_token
raise Exception(‘Error authenticating against Office 365. Error from Office 365:’, message[0].text)
Exception: (‘Error authenticating against Office 365. Error from Office 365:’, “AADSTS50076: Due to a configuration change made by your administrator, or because you moved
to a new location, you must use multi-factor authentication to access ”.”)

I’ve created this post to outline how to upload a large file to a SharePoint library:
https://www.sharepointed.com/2024/03/how-to-upload-a-large-file-to-sharepoint-using-the-microsoft-graph-api/

Use Flow to Get Files Created or Modified Today in a SharePoint Library

Scenario:
Each day I have a couple of Azure Runbooks export SharePoint list items and upload them to a SharePoint library. If one of the Runbooks fails, I needed to send an email alert that something went wrong.

Basic logic:
If files created today in SharePoint <> X, send an email.

The easy solution would have been to loop through the files, check their created date, increment a variable, then make a condition statement.

More-better way:
Run flow daily at 6:00 PM
Send an HTTP request to SharePoint to get files
Parse the response
Condition statement
— if true, send an email

Uri text from the HTTP call:

_api/search/query?querytext='Path%3Ahttps%3A%2F%2Fsharepointed.sharepoint.com%2Fsites%2Fsitename%2Fsubsite%2Fexports%2F*%20LastModifiedTime%3Dtoday'

Parse JSON schema

{
    "type": "object",
    "properties": {
        "odata.metadata": {
            "type": "string"
        },
        "ElapsedTime": {
            "type": "integer"
        },
        "PrimaryQueryResult": {
            "type": "object",
            "properties": {
                "RelevantResults": {
                    "type": "object",
                    "properties": {
                        "TotalRows": {
                            "type": "integer"
                        },
                        "TotalRowsIncludingDuplicates": {
                            "type": "integer"
                        }
                    }
                }
            }
        }
    }
}

Edit –
If you want to search for files created before or after a date, you can adjust the API like this:
and created %3E 2021-12-12T19:07:51.0000000Z
This will fetch any files created after Dec 12th 2021.
The unicode for greater than is %3E and less than is %3C

Use PowerShell PNP to Create an Alphabetical Directory of Folders in SharePoint

I’m in the process of reorganizing a document library and wanted to store all of the documents in alphabetical folders. Yes, I’m using metadata, but I’ve passed the magic 5,000 item threshold and want to rearrange the library and leverage a rich search experience.

So, using PowerShell, how do you create a bunch of folders going from A to Z?

$siteURL = "https://sharepointed.sharepoint.com/sites/parent/child"

$conn = Connect-PnPOnline -Url $siteURL -Credentials (Get-Credential) -ReturnConnection

try{
(65..(65+25)).ForEach({     
$xy = [char]$_    
Add-PnPFolder -Name $xy -Folder "/mylibrary" -Connection $conn
})
}

catch{ Write-host -f Red "Error:" $_.Exception.Message}

More information about creating folders using ASCII:
https://devblogs.microsoft.com/scripting/use-powershell-and-ascii-to-create-folders-with-letters/

Get Files From a SharePoint Folder Using PowerShell PNP

How do you get all the files from a folder in SharePoint using PowerShell PNP?

$devConn = Connect-PnPOnline -Url "https://sharepointed.sharepoint.com/sites/siteA/siteB" -Credentials -Credentials (Get-Credential) -ReturnConnection

$folderName = "/Shared Documents/myfolder/anotherfolder"

$folderItems = Get-PnPFolderItem -FolderSiteRelativeUrl $folderName -Connection $devConn

foreach($item in $folderItems)
{
    Write-Host $item.Name
}

Write-Host "done"

Depending on your needs, you could also use a search query with a path filter to get the files.

Example of using the Get-PnPListItem cmdlet with the FolderServerRelativeUrl parameter.

$devConn = Connect-PnPOnline -Url "https://sharepointed.sharepoint.com/sites/siteA/siteB" -Credentials -Credentials (Get-Credential) -ReturnConnection

$folderName = "/sites/spdev2/bw2/Shared Documents/myfolder/anotherfolder"

$folderItems = Get-PnPListItem -List "Shared Documents" -FolderServerRelativeUrl $folderName -Connection $devConn 

foreach($item in $folderItems)
{
   Write-Host $item
}
    

Flow Trigger On SharePoint Item Version

How do you run a Flow on a specific version SharePoint item version?

Create a Flow, then navigate into the Settings of the first step. Scroll down to Trigger Conditions and enter the following:

@equals(float(triggerBody()?['{VersionNumber}']),1.0)

Save the Flow and run a test.
The Flow should only process items / documents where the version is equal to 1.0.