Import SharePoint to Dataverse for Teams with Power Automate

[@joeleastman3844]

This was literally giving me headaches last week...how did you know, Shane!?! 🤣 That Choices column bit is a lifesaver. Thanks for another great video.

[@ShanesCows]

I was watching you Joel. 😳 😜 😂

[@davecawthorn2234]

Thanks Shane, just what I was looking for. I've been working in D365 for the past few months and needed to get into DV to port some old apps for customers so seeing how to get the detailed table columns was just the answer. Many thanks again.

[@ShanesCows]

Awesome Dave!

[@misstahnia]

Another brilliant session Shane.

[@ShanesCows]

Thank you! 😁

[@Sustainable.149]

Great lesson, with a lot of bonuses. Thank you very much Shane

[@ShanesCows]

Glad you liked it. 🐶

[@skyebabi7040]

I was googling this yesterday! Delivering with the goods again.

[@ShanesCows]

Glad to help

[@aysanhaghani5271]

This is great! thank you so much!

[@ShanesCows]

You are welcome :)

[@kcraigo]

Great video Shane! Thank you!

[@ShanesCows]

You are welcome Keith. Hope you are doing well. 😎

[@rnavarrette2010]

Your the best Shane and thank you. Love the self high-fives and enthusiasm as always : )!

[@ShanesCows]

Thanks Robert. The self high five cracked me up. 😂

[@jonscoresby7530]

Great video and thank you. How do you handle Null values when migrating the data? I have many choice fields that are blank due to not being updated yet. Thanks for any guidance. I've tried to switch on this if(equals(coalesce(triggerOutputs()?['Body/field_10/Value'],null),null),'', variables('varConsultantNumber')) The switch without fail always goes to default even if there is something in the "choice" field.

[@ShanesCows]

Jon what if you just use Coalesce(triggerOutputs()?['Body/field_10/Value'],variables('varConsultantNumber')) That should be close. You don't need the If in there Coalesce does all of the work :)

[@jonscoresby7530]

Thank you. One last question. When I tried the migration, it stops at 100 records. What do I need to do to get the flow to complete the migration of 2300+ records?

[@ShanesCows]

@@jonscoresby7530 Get Items in flow you need to click on Settings and turn on Pagination. Turn it to 3000. :)

[@ryanbond7144]

Thanks Shane, you're increasing my power automate proficiency! Btw, are you planning on doing any more PowerShell vids? Those previous ones of yours are incredibly popular!

[@ShanesCows]

Hey Ryan. I need to do more for sure. I just don't use it as much as I used to so hard to have great content. 😐

[@Worrelpa]

I fair few great tips in there. Thanks Shane.

[@ShanesCows]

You bet! Have a great day Phil. 🐶

[@tenisviejos]

Perfect timing! this is a godsend. Thank You for such a great video!

[@ShanesCows]

Happy to help

[@TheSpikegrrrl]

top count 1....you're a genius.

[@ShanesCows]

Thanks! 😃

[@powerappstw]

Thanks for creating this incredible video for my question :D

[@ShanesCows]

Glad to help. 😀

[@gavinm2339]

Nice - I did a bunch of data creation with Flow / Dataverse for Teams recently and found the hardest part was creating records with related tables. I got there in the end, but the format is pretty funky. Surely there's a better way ... perhaps a subject for the next video? Side comment on using Web version of Teams ... Reza Dorrani had a good tip on holding CTRL and click Build (PowerApps inside the Teams Desktop). That opens Build in a separate browser window and gives you more screen space to work with. I do that a couple of times so that I have a window for my flows and another one for my tables. Also noticed recently that my Teams Desktop client now has Pop-up for PowerApps inside of Teams. That goes for PowerApps from the side bar and apps that you build and deploy as Tabs. Very nice.

[@ShanesCows]

Thanks Gavin. 🐶

[@jandjtempleton]

Great Video as Always Shane, How would you tackle an update of the data from sharepoint or excel not just a straight import? Would love to see how you created the related table records Gavin M

[@gavinm2339]

@@jandjtempleton I'm not an expert (I'm no ​@Shane Young) but this is what worked for me. When you have a Create or Update Record Action, you'll see fields for related records with brackets after them - for example Resource (Resources). The format it is looking for is /tablename(GUID). The weird part is the table name is the short cr version (eg. /cra44_resources) with an es at the end. So in my case it was: /cra44_resourceses(@{items('Iterate_Resources_Assignments')?['_cra44_resource_value']}) I think it was created by Gollum. I managed to figure out the name I needed by doing a List Records action on the table I wanted to relate to, dump that to a Create CSV action and then examined it in Excel. There is an "EditOID" field that has the format that you're after (with a bit of manipulation). There is a bit of Apply for each and filtering going on to get the right related record GUID. Hope that makes sense .. otherwise you'll need to wait for Shane's video :)

[@jandjtempleton]

@@gavinm2339 Thanks I will have a play and See how it goes! Hopefully Shane can add to his video list as well!

[@UB-qc8yk]

Great video! I have some Dataverse questions for you, most of the Demos I've seen, I've not seen anyone use an "ID" column for any Table, are there any best practice recommendations on designing the Data model? Same with the Choice columns, using lookup from another Table would be better? So any recommendations on making relational models?

[@ShanesCows]

There is an ID column. It is the entity name and is a GUID. I think I cover it in this video. kzbin.info/www/bejne/oYeopZ1thsmFj7s

[@tristangeoffroy9286]

Hi Shane, have you explore any alternative with powerquery to load and transform first all the tables and manage choices columns with a dedicated table?

[@ShanesCows]

I haven’t but I know others have.

[@bryanchaves5691]

Hey Shane! Whats the benefit of moving your data from SharepointList to this new Dataverse thing?

[@ShanesCows]

Dataverse is faster but when I made this video I wasn't really thinking about this. My head was thinking it would be nice to get my SP data into dataverse so I could test and learn, not necessarily move a working app.

[@alexshteinberg1227]

This is a great!...thanks this really helps with external datasource creation :)

[@ShanesCows]

You're very welcome!

[@anandasanyal]

Thanks Shane, As always very informative, How will you handle Item Attachments ? Specially when you got multiple attachments for a single item. Looking forward for the answer. Thanks

[@sendoh7094]

Great video! But i have a question, how can migrate 1 id from sharepoint to 1 colum lookup in dataverse for teams with to flow? I tried to obtain the plural name and all that, but it is impossible for me to access the links to see it since the site is not default, the site of the tables is made in teams

[@pona1978]

Hi Shane, thanks you very much...I've a question.. is there any limitations in rows number or other tuff to. He aware before to use dataverses. I do not have to a premium license..so CDs is still a dream...

[@ShanesCows]

Dataverse for Teams has a 2 GB limit which is about 1 million rows.

[@vaughanscott6233]

Hi Shane, I am following along with this video I haven't done the video where you make the list and I am struggling with the face url part. Could you or someone please share a link to the video where you make the List? Thanks in advance

[@Sustainable.149]

Hello Shane, what if I want to create a new record and instead of color option set I want to use lookup field from different entity within the same environment. However, I'm trying to build a solution with Model-Driven App. Thank you so much in advance

[@ShanesCows]

Sorry, I don't do much with Model Driven

[@Sustainable.149]

@@ShanesCows thank you for your reply Shane

[@fathimaasmitha9768]

Hi Shane, this is great...But Is it possible to import Sharepoint to Dataverse without Teams by using a button in powerapps? Like, If the user uploads an excel file through a button in powerapps application, it should get updated in the particular table in dataverse and sharepoint..Is it possible? So that the customers themselves can upload their employee datas.

[@ShanesCows]

Yes, need to use a flow. Something like this kzbin.info/www/bejne/h5S6m3SqbLaJpJY

[@andresbello9900]

Hi Shane, I have a problem. In my Sharepoint I have a column of the type "person or group" and there is no type like this in dataverse. I have read that I can use the "lookup" type and connect it to a "person" table, but I'm not sure of how this works and worst I don´t have any idea of how do this proces trought a Flow. Can you help me please?

[@ShanesCows]

Why not use office 365 users as the datasource and then store the selected email or id as text? You can do lookups thiugh. Like so kzbin.info/www/bejne/oYeopZ1thsmFj7s

[@rolandadickson7510]

This was so helpful! I do have a question, though. I have 3 Sharepoint lists: Positions, Locations, and Employees. The Employees list has lookup columns that feed from the Positions & Locations lists. I imported those lists just fine (Yay!), but I'm struggling to figure out how to create a flow that will import data from the lookup columns in the Employees list. I really, really hope I don't have to go through each line and manually complete those columns myself! I hope you can help me!

[@ShanesCows]

Hey Rolanda - I think it is possible to have Flow to do it but I haven't done it to give you a quick pointer. Since Flow doesn't have a LookUp function it will be painful but it is possible.

[@linhdang8367]

hi Shane, thank you for the great video. I would like to ask, whether it is also possible to use flows to migrate multiselect columns to dataverse? Thanks in advance.

[@sgr7565]

Thx. Where are those choices IDs stored is there a table ? If i have a choice column with 100+ choices this is insane to do so many switches

[@chuck_stones]

Sorry this is so late, but you'll find them in a table called 'String Maps' - you can also use the OData filter when you query that table to get the attributevalue (the integer value of a choice) from a lookup using a SharePoint choice column value (assuming a matching entry exists in both)

[@martinravoori4290]

Is it possible to embed canvas app in Outlook 365 email ? Instead of putting a link in an email directing users to a canvas app, can we make it visible in outlook like showing it in Sharepoint. This is required to overcome the limitations of Adaptive cards like column widths and huge number if records as an example.

[@ShanesCows]

It is not. Sorry

[@Itsme_Devanand]

Hello shane, There is any way to display the spread sheet(saved in onedrive,) data to power app without help of share point condition: when the power apps shared co-workers it should be linked from their one drive. hope you can give solution.

[@ShanesCows]

Not that I know of.

[@pauladams3907]

Great, great video - importing data now! Don't suppose anyone has figured out a way to count the rows in a CDS table once it goes about 5000? I'm thinking I might need to create a Power Automate or similar to do this. Thanks again!

[@ShanesCows]

I haven’t tried the counting Paul. Sorry

[@danthrax]

Hi Shane, would you happen to have a video explaining how to export that Video Employees list to PDF? I have a client hoping to export a SharePoint list with images to PDF, and the only way I've got close was using the 'convert from HTML' process, but it takes forever.

[@artbarney1809]

Hi Shane, Thanks for your videos, great to watch As a newbie looking for answer, I cannot get the step Create new record, with the green database symbol. in my options I only get dataverse options, dataverse legacy ( but no tables) en cds (create database) Am I missing a point? I thought that maybe the way to import data in a teams milestones from another team

[@DavidCompanyMolina]

I'm having the same problem. Looks like the Common Data Service is not available anymore and instead we have the Microsoft Dataverse (PREMIUM)... so this video needs an update.

[@DavidCompanyMolina]

ok, solution is going in Teams to Power APPs > Build > See all and then follow Shane steps

[@DavidCompanyMolina]

Logo and name have been chaged to Microsoft Dataverse

[@vaughanscott6233]

Hi Shane, Hope you are well. Thanks for the video. As I was going along I noticed many things have changed in the months since you made this video. I was just wondering do you have a newer video? I can't seem to do New flow from inside powerApps on teams so I got power Automate for Teams and put the tab in the same team as the table. I then tried to find CDS Actions but couldn't find them I know they renamed Dataverse so I searched that but all those actions are Premium am I doing something wrong or have all PowerAutomate actions for dataverse been made premium? Thanks.

[@vaughanscott6233]

Sorry Shane, I made a stupid mistake. I realise know I forgot to go to the "See All" part to find the cloud flows option. :)

[@miguelsierra7379]

Hello Shane, thanks for the GREEEAT help haha. My question is how can I work with two or more option set? Should I use two or more variables and two or more switch? Have a nice day. :)

[@ShanesCows]

Sorry I don’t get your question 🤔

[@miguelsierra7379]

Hi :( You initialize a variable and add a switch for a list of options (or options set), so Ihave multiple list of options then I initialize a variable for every list of options, right? I hope I was clear :'D

[@ShanesCows]

@@miguelsierra7379 Yes. That would be correct. 🐶

[@miguelsierra7379]

@@ShanesCows Thnaks! :D Although I had already tried it and it worked hahahaha...well, not quite. Anyway, I need validate the data in the flow, do you know how I can do it? Thanks, again :D

[@andresbello9900]

Hi Shane, another question over here. I have a "options" column, and you tips work perfectly, but when my sharepoint list have empty records in the "options" column is a litle bit tricky the "switch" step, because I need that this records mantain empty but I can't set the variable without a "valid integer", so ¿how can this flows mantain the empty records in the "options" columns?. Thanks a lot.

[@vaughanscott6233]

Hi Andre's(Sorry was too lazy to figure out how to put the accent on the e). I'm assuming you either got this right already or moved on. I would be interested to see how you did it. As a challenge to my self I came up with the following (Not elegant at all) solution: I noticed that the switch doesn't like getting the NULL value so I made a condition above to see if my choice value is NULL. If not I proceed as Shane did. If it IS NULL then I do a separate add new row where I leave the choice column field blank. If you wanna discuss my approach or yours please feel free to email me at [e-mail]

[@powerappstw]

Hi, Shane thanks for the good video, one question is there a way to output "person" field to datavese?

[@ShanesCows]

Not exactly. Dataverse doesn't have a person field type so you wuold need to replicate that functionality with a lookup list or maybe the Users table.

[@sundrapillay6668]

Thanks Shane

[@ShanesCows]

You are welcome Sundra!

[@bigpix2000]

you only made this just last December an already Microsoft gone done changed names of stuff on you ;-) (Cloud Flow, Create new row versus new record, etc.) Things like this where in camtasia I would love to pit in a "variable" so you can update the image or words spoken (even if it sounds robotic) :-)

[@ShanesCows]

Love it!

[@bigpix2000]

technically speaking, this should not have been necessary if they just had a bit more parity with regular dataverse :| Still thanks again SHANE!

[@ShanesCows]

I think they really struggle with where to draw that line. 😑