Filter Query in SharePoint Get Items in Power Automate

Introduction

Power Automate is a powerful tool that can be used to automate processes and tasks. It can leverage the filter query feature, allowing users to use OData Power Automate filter query syntax to retrieve items from SharePoint, SharePoint Online, and other sources.

In this vlog, we will look at the experimental Filter Query feature and how you can make use of it in your production environment. I hear you! Experimental features in production? Of course not!


Microsoft has realized this and is working on easier-to-use filter query settings. You can already use this by enabling the experimental features.

You can enable these from the settings in Power Automate. Just click on the View all Power Automate settings.

You will get the following dialogue, and all you have to do is toggle the experimental features on.

Before you do this, make sure that you have saved your flow first!

Then you can reload your flow or create a new one, and you will notice straight away that the get items have a nicer-looking filter query there.

You can now add the options that you need quite quickly. in your expression.

And before you know you have multiple filter queries configured with some boolean logic. It is even easy to make the queries a bit more complicated. As shown below, I have 3 separate parts in my logic.


The boolean logic has the right brackets. Did you know that and/or can only handle two parameters? Well, this is why it has failed so often in the past. Also, That ugly internal field name in SharePoint,

The Power of Filtering:
Filtering in SharePoint Get Items allows you to narrow down the retrieved data to only the items that meet certain conditions. This not only reduces the volume of data you work with but also ensures that you're dealing with the information most relevant to your workflow.

Anatomy of a Filter Query:
The Filter Query uses OData syntax, which may seem intimidating at first, but fear not—it's quite intuitive once you get the hang of it. The basic structure involves specifying a column, an operator, and a value. For example, if you want to retrieve items where the "Status" column is equal to "Completed," your filter query would look like this:
Status eq 'Completed'

Advanced Filtering Techniques:

Beyond the basics, you can employ a variety of operators to create more complex queries. Whether you need to filter by date ranges, multiple conditions, or even wildcard matches, the Filter Query has you covered. Here are a few examples:

• Retrieve items where the "DueDate" is greater than or equal to today:
  DueDate ge '@{utcnow()}' 
• Filter items with a specific category and priority
  Category eq 'High' and Priority eq 'Urgent'
  
  

Best Practices for Optimal Performance

To ensure your flows run efficiently, consider these best practices:

• Indexing Columns: If your SharePoint list has a large number of items, ensure that the columns you frequently filter on are indexed. This significantly improves query performance.
• Selective Retrieval: Only retrieve the columns you need in your flow. This reduces the amount of data transferred and processed.
• Testing and Iterating: Test your filter queries with a limited dataset first. Iterate and refine your queries based on the results.    

Conclusion

Mastering the Filter Query in SharePoint Get Items with Power Automate opens up a world of possibilities for efficient and targeted data retrieval. Whether you're automating approval processes, managing tasks, or extracting specific insights, harnessing the power of filtering will elevate your workflow to new heights.

So, gear up, embrace the syntax, and let the Filter Query be your guiding force in the realm of SharePoint and Power Automate.

Hire Power Automate developers to automate workflows, boost efficiency, and unlock the full potential of your organization. Let's transform your operations together!