sync two sharepoint lists

Stephen Siciliano, Vice President, Power Automate, Friday, April 28, 2017. Youll want to know the SharePoint site and the list names. Im trying to sync files and folders from a Teams/ Sharepoint folder in one organisation, where I am an owner, to a Sharepoint folder belonging to another organisation, where I am a guest. Right now, the Commissions list has five records. I mirrored your flow and created it twice: Flow 1) one for items created on List A, then copied to List B, Flow 2) one for items created on List B, then copied to ListA. Many Tx. Hello Helen, You should check if the item is exist in another list when you want to create the item in the another list. A trigger one each of the two lists in two separate flos and then a step that creates an item in the other list. Basically it refuses to take the latter site address. Get items will appear above the trigger, so be sure to scroll to the bottom. (Famous last words!). User can create a new item in both the lists. This article do not cover the function When an item is delete from the Child List should in turn delete the same item from Master List. After you fill out the remaining fields (again, be sure to use the outputs from the trigger, not from the Get items call), your condition block will look like this: This flow will ensure that whenever an item is added or updated in the first list, that update will be reflected in the second. After processing the changes, clients then add new server knowledge to their own knowledge store. Next action Get attachment Content for copying the all attachment contents from the updated child list. Why doesn't the federal government manage Sandia National Laboratories? So, say you make a change on the Master list, that change would then be reflected on the child list? Connect and share knowledge within a single location that is structured and easy to search. The item already exists in the destination, and you have to update it. Again, select the site and list. So, now we can update our flow to create mapping items. If the query that you used in the Get items step is accurate, the container will update only the item that you want to copy. Although Flow has a Filter action, you should not use that action in this scenario because that action downloads all list items from SharePoint. In the IF NO branch, you will add a SharePoint Update item step. I'd like new data + updates to populate on another list on another SharePoint site. How to clone or duplicate two list items with the same values. Sales can have multiple records for each Employee ID value. My flow triggers as expected and shows as running successfully, but the data never appears in the new list. Take the ID of the item that triggered the flow, and do a lookup on the second list. Hello Srilaxmi, Are IT departments ready? After sometimes we can see the CustomUniqueID column has been updated with an alphanumeric value (CUSTUNIQUEID(ID column value)). The Value of ID field should be MASTERID variable and value of UNIQID should be UNIQID variable. When a Flow starts, check that value in an if statement and decide whether the Flow should continue. My problem is that my flows are getting caughtin a loop when I create an item on either list. However, if Name is a field that can change, you will need to add a new column to the destination list that stores the ID of the item in the first list. Make sure, Master List must have additional field named UNIQID as a single line of text. Note: < > is a placeholder, replace it including the < and >. Once this CustomUniqueID column has been updated, lets navigate to ListB, we can see that the same item has been created here. List B will be edited at a later time, but I want it to be updated every time a new item is created/edited in List A. 2023 TechnologyAdvice. That means that if items are updated in the destination list, the changes will not be reflected in the source list. Enter in a name for the step and then click Save. Next Action Add attachment and insert all attachment into Master List against the item value. In my mind instead of doing Get Items on the mapping table, you would do it directly on list B (providing that all the IDs will match up). to keep basic user information available while restricting access to his salary, youll need a workaround. The result must be a valid array." We could add an additional field to both lists called Other lists ID or Foreign Key in database terms but that would mean that we change our existing data model. Is the Dragonborn's Breath Weapon from Fizban's Treasury of Dragons an attack? In SharePoint you can make 600 calls per minute to the connector, while in Dataverse you have 6000 in 5 minutes. And the sane item in test3 and test4 list would have the same Title. Click inside the Title control and enter Employee ID ne, where ne is short for not equal.. Each employee will have only one record in Commissions. In this article's example, Birthdate is synced with extensionAttribute1, and hire date is synced with extensionAttribute2. Call for Apply to each to store fetched Get Items Master List attributes values. Depending on your environment, it might take SharePoint a few seconds to update the Commissions list. Note, however, that because processing exceptions on the server degrades server performance, clients should avoid using exceptions for batching changes and instead should organize batches based on the server knowledge. Does it go into the Create item or Update item branch? Check out the latest Community Blog from the community! Updating on server upload is necessary because the Sync Framework uses a core SharePoint version field (ows_hiddenversion) to detect synchronization conflicts. Step 2. The item doesn't yet exist in the destination, so you have to create it. While we copy a list item to another list, it will not carry the same ID. If I can find it, I'll edit the post with the link otherwise the solution was documented on . Syncing Data on 2 Sharepoint Lists - Flow Is Caugh Business process and workflow automation topics. The second list, Commissions, lists employees and their rates. If there is a native way besides using iframe to display lists from different SharePoint sites that would be an acceptable answer for me as well. We can make use of any existing unique columns which you already have in your lists. In Advanced mode, type length() around the body('Get_items')? To support the synchronization of lists, it is necessary for all list items to have unique identifiers for tracking version updates. Cadastre-se Entrar Publicao de Enea Ilias Liaj Enea Ilias Liaj 47 min . Be your company's Microsoft insider by reading these Windows and Office tips, tricks, and cheat sheets. Finally, there has to be at least one column that will be able to uniquely identify items between the two SharePoint lists. This is the place where youll use the OriginalID to connect the items. I am building a data dashboard, and am currently able to show the original list via iframe, but ideally the list could be directly displayed. The second will be another Data Sync step to synchronise any updates from the SharePoint list back to the SQL table. If the length is 0, which means the particular item doesnt exist in the target list, then it will perform the create item operation, and if it is more than 0, then the item exists in the target list, hence it will perform the update operation. And as one flow now triggers the other flow, we will see that items created by our two flows arent triggering any more updates, while our flows still use the When an item is created or modified trigger. For example, list A will update list B, list B will update list A, list A will update list B again, and so on. Let me check the possibilities and will update you I send one email per week with a summary of the new solutions, designed to help even non IT people to automate some of their repetitive tasks. people picker, choice, lookup If you have a multiple selection column then flow wants to process each selection separately in a loop = its adding an extra loop. To learn more, see our tips on writing great answers. ['value'] expression. I can confirm that this did workon one of my flows and it did prevent duplicate entries on one list. If you are matching the titles of the rows of the source list, type the following in the Filter Query field (make sure that you include the single quotation marks): Title eq '[select the title from dynamic content]'. Search for the item in the destination list to get its ID and update it. In this demo, the delete trigger is not handledif you want to synchronize the delete operation, you need to create two delete item flows that need to be configured in ListA and ListB. You should not attempt to set up two-way sync with the above flow because that will result in an infinite loop without additional modifications (e.g. This operation is treated as a browser update made by the user. You can perform almost all operations in offline mode and changes will sync . That column will sync between the two lists. In this example, Array.prototype.map () is used, which will work with Array objects only. Create a SharePoint List and a Master List. Thank you so much for providing that solution for me! Why did the Soviets not shoot down US spy satellites during the Cold War? What such flows would look like will be the topic of this post. In the example below, we will assume that the Title column is the same, but it could be any column you want. You should end up with a nice blank Tasks list that looks something like this: SharePoint Task List Planner Meet Flow The server detects and uses exception information in the following cases: The server passes items through a contains() function that filters out specified items from the result set. The flows seems to running through that check, matching the items already on the list with the newly created item. Add the Get items action, and then select Show advanced options to show all the fields. Add the length function in Advanced mode. The flows themselves are then very simple as you could see in this article. Create two lists - ListA and ListB Add the "CustomUniqueID" site column to both ListA and ListB Note: To do this, we can use Power Automate and save someone the manual task of adding a new Commissions record for the new employee. If a law is new but its interpretation is vague, can the courts directly ask the drafters the intent and official interpretation of their law? If you want to synchronize both ways for the Add or Edit, copy the same flow and configure it with the target list wherever the source list and site were referred to. Select the site and list that you used in the Get items steps. When either a true or a false conflict is resolved in favor of the client version, the client creates a union set that combines its knowledge with that of the server and sets the ows_hiddenversion field on the client item to the value that exists on the server item. In this scenario there are two lists SharePoint lists (but the same process would work between a SharePoint list and a SQL table or any number of the 100+ services supported by Microsoft Flow). The above steps will update the attachment in Master List. At this point, we should define the term new. Within the context of what were doing, new doesnt mean the employee is new to the company. The adage youre only as good as your last performance certainly applies. When such a conflict occurs, the server does not attempt to resolve the conflict. I want users to beable to create items on List A and have said item also created on List B. I also need Vice-versea functionality. If these changes are limited to read-only server fields, then only the server version is updated and the content version is left untouched. Clone SharePoint list or Synchronize two SharePoint lists Step by step implementation Prerequisites: Create a Single line of text type site column "CustomUniqueID". The following discusses list synchronization and the important features that support it. List Synchronization Organize a number of different applicants using an ATS to cut down on the amount of unnecessary time spent finding the right candidate. Microsoft SharePoint Lists offline sync. This is one-way synchronization which means items that are added or Edited in the source list (ListA), will be cloned to the target list (ListB), It will not occur in the opposite direction. How to create two duplicate item into two list under two sites? That column will sync between the two lists. https://tomriha.com/how-to-update-multiple-people-or-group-column-in-power-automate/ or https://tomriha.com/what-value-to-use-to-input-entire-array-in-power-automate/. By clicking Post Your Answer, you agree to our terms of service, privacy policy and cookie policy. If SharePoint isnt in the top list, click the Expand List of Connectors down arrow in the thin gray line. Learn more about Stack Overflow the company, and our products. Azure AD Connect sync: Directory extensions. Instead, you should use theFilter Queryfield on theGet itemsstep in SharePoint. Select Settings > Save space and download files as you use them. In short first check the values of the item that you want to update with the values that you are using to update the item with. Enter your email address to subscribe to this blog and receive notifications of new posts by email. In this scenario, the server version is ignored in the effort to resolve the conflict. However, you may choose to manually sync your source and target files yourself by viewing the List Sync Main Settings Page (Click Settings > Site Settings > List Sync Settings). Using the Filter query in the get items action we can select the item that we want. On the Condition card, select is equal to in the Relationship box, and then type 0 in the Value box. Otherwise use the returned ID to update the existing one. It's time-consuming to keep the column same manually. Your email address will not be published. can u help me ? These systems could be SharePoint, but often you will find other datasources like SQL Server, Oracle, or applications that we have connectors for like helpdesk systems, ERP systems, CRM or whatever you may be using. That would be the best approach since duplicating existing data opens up the possiblity of discrepencies. Because you want to get all item changes (not just new items) you should select theSharepoint When an existing item is modified trigger. For this tutorial, Im using Microsoft SharePoint lists and Microsoft Power Automate, which is free with most Microsoft 365 licenses on a Windows 10 64-bit system. Once synced, the SharePoint files will appear in File Explorer under the name of your organization. Fechar. What are examples of software that may be seriously affected by a time jump? try to debug the flow add a few Compose actions in it, enter the dynamic contents you want to track in these Compose actions, and then you can track in the flow run history whats happening and if some of these actions contains a different value than youd expect. When you synchronise two SharePoint lists, you should consider using two Power Automate flows. We and our partners use data for Personalised ads and content, ad and content measurement, audience insights and product development. Fechar. List Name Your target list name ( here it is ListB). Learn how your comment data is processed. Now, add another record for Edington001, as shown in Figure G. Then, check the Commissions list. For example, you can build a flow to copy all the items from a SharePoint list in one site to a second SharePoint site. The flow process also works between a SharePoint list and an SQL table or any of the more than 100 services that are supported by Flow. Manage Settings Because you want to capture all item changes (not only new items), you should select the SharePoint - When an existing item is modified trigger. My flows are attached. Then add that app to a modern page using the Power Apps web part. Enter your email address to subscribe to this blog and receive notifications of new posts by email. Get items will appear above the trigger. Make sure that you select the value from Get items (not from the trigger if an existing item is changed). How can I create Nested Lists in SharePoint 2013? In Uri, replace ListA with your list, and inside items select the ID column from the when an item is created or modified trigger output from the Dynamic content tab. Well work with two simple lists: One stores individual sales amounts and the second stores each employees commission rate. Then add that app to a modern page using the Power Apps web part. how is the Condition evaluated, is it correct? This is our simple scenario. We and our partners use cookies to Store and/or access information on a device. Call the action Send an email and do the necessary changes in the message content, we can customize the email with HTML code also. In other words, a change enumeration reflects the most recent state of client-provided knowledge that is present on the server; this knowledge state is used to query the change log and get the set of changes that may be of interest to the client. Following is a list of the read-only server fields that are associated with changes to the server change unit. The only prerequisite for our task is that both lists share the Employee ID column. A sample screenshot of final data is given below: We have populated the required data to master list. Using exceptions ensure that a client does not get false conflicts in cases where a synchronization operation is interrupted. @Pstork1 (You seem to be pretty pro at this stuff so I figured I'd ping you first!). Be sure to select the value from Get items (not from the trigger When an existing item is modified). How the two SharePoint lists work together, How to update records using Power Automate, Top Power BI alternatives: Compare Power BI competitors, Best software for businesses and end users, TechRepublic Premium editorial calendar: IT policies, checklists, toolkits and research for download, The best payroll software for your small business in 2023, Salesforce supercharges its tech stack with new integrations for Slack, Tableau, The best applicant tracking systems for 2023, MSP best practices: PC deployment checklist, MSP best practices: Network switch and router maintenance checklist. Instead, we would recommend that instead of deleting items from your SharePoint lists (or SQL tables, or other data source), you add a column that indicates that the item is no longer needed or relevant. However, It fails to identify that the new item has the same title and date as a item already on the list, so it proceedto create the item anyway. If you check that list and you dont see the new record, wait a few seconds for SharePoint to catch up. Hi Daniel, If you have a shared key then you can do it without the list. You can read our previous article Security breach in SharePoint online conditionally show or hide columns. The client specifies the batch size and the individual items are returned in the order they appear in the change log. In this scenario there are two lists SharePoint lists (but the same process would work between a SharePoint list and a SQL table or any number of the 100+ services supported by Microsoft Flow). Sync with a new SharePoint site These steps assume you have a project open in Project, but you haven't made a SharePoint site for it yet. When you synchronise two SharePoint lists, you should consider using two Power Automate flows. Although Microsoft Flow does have aFilteraction, you shouldnotuse that in this scenario because that will download all of the list items from SharePoint, which will be slow, use up your quota, and simply will not work if the list has more than 256 items. Browse to the bottom and click the SharePoint connector. It does not store change unit exceptions in server knowledge if it receives this information from the client. A great place where you can stay up to date with community calls and interact with the speakers. This is the condition that I am using to determine if the item is a duplicateor not. To add the first Data Sync step to our project click onto Add Step and select Data Sync Project from the list. Click the List tab on the ribbon, and then click Export to Excel. This is expected if the query you used in the Get items step is accurate, it will update only the item you wanted to copy. This process is not a two-way sync. 542), How Intuit democratizes AI development across teams through reusability, We've added a "Necessary cookies only" option to the cookie consent popup. Such columns must be preprocessed, e.g. We can say this is one of the drawbacks of SharePoint when it comes to managing the permission for the secured data. The first flow took care of the new/update items, now its time to process also the deleted ones. Your condition appears as follows. Power Platform Integration - Better Together! This is because there is no trigger for, If changes are made to the field that you are using to keep items in sync between the two lists, a new item is created in the destination list. One limitation with this process is if items are deleted from the first list they will not be deleted from the second. Hello Alex, To simplify this process and increase data quality and integrity, this tutorial shows you how to synchronize two Microsoft SharePoint lists using a Microsoft Power Automate flow. In the resulting list, click SharePoint to update the bottom list of available triggers and actions. We need to pass the below parameters in the Get Items action: Add a condition control to check the length Get Items result. Now heres the situation were addressing: The Sales list is updated regularly. In this Clone SharePoint list article we will learn how to synchronize two SharePoint lists or duplicate SharePoint Online list using Power Automate which means if we add or edit an item in List A, this will be added to or edited in another list List B. You should not use any data from the Get items steps because that would be coming from the destination list, not the source list. List Name Your source list name ( here it is ListA). The process will be slow, will use up your quota, and will not work if the list has more than 256 items. Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. Now, enter the following record: Edington, Edington001 and 14000, as shown in Figure E. The Employee ID value isnt in the Commissions list yet, so the expression. Bonus points: How do I also copy the existing data? Similarly, if we edit the same item in ListA, this will be updated in ListB as well. In certain cases, you may need to use a function as one of the arguments of another function. If I have answered your question, please mark your post as Solved. When you add the ID, an Apply to each container is automatically added around the Update item step. To simplify it, we need to replicate the same flow for the target list. This post will walk you through how to do this efficiently as possible. checking if SharePoint item already exists, https://tomriha.com/how-to-update-multiple-people-or-group-column-in-power-automate/, https://tomriha.com/what-value-to-use-to-input-entire-array-in-power-automate/, The Ultimate Power Automate expressions cheat sheet, Get link to a folder of a newly created file with Power Automate, Create easily the condition for Power Automate if() expression, Find user by other property than email or id with Power Automate, Change colour of a SharePoint column depending on its value. The first step to making this solution work is to create your SharePoint Task list that will hold the aggregated Planner Tasks. How to create a custom unique id in SharePoint Online list using Power Automate. There are two scenarios. Whether you are a Microsoft Excel beginner or an advanced user, you'll benefit from these step-by-step tutorials. Thanks in advance! We want to update the Commissions list when a new Employee ID value shows up in the Sales list. Consider two child lists (Finance and IT) and Master List with the same headers. Click on Next Action Get Attachments and select the Child List. Break the loop . We shouldnt display the CustomUniqueID column in the view both in ListA and ListB for this demo to show how to handle it, we have displayed this. One list with all the public data, and another list with restricted access that extends the data by the extra columns. Over the last few weeks Ive been asked a number of times how to setup a flow to synchronize two data sources. Create a workflow which update the list b on the event of add or update or delete item in List A. 2- The InfoPath form is published as a content type and Lib #1 is configured to deal with this content type. These steps assume you have a project open in Project, but you haven't made a SharePoint site for it yet. We need to pass the below parameters in the when an item is created or modified trigger point: Create this generate Unique ID variable using the initialize variable action, Get item from list A Get item from the source list. I would be doing sync both ways, theres a few people in the org I work for find it easier to update data in Excel and if possible push back to SharePoint. The list synchronize two data sources online conditionally show or hide columns down arrow in the NO. Because the Sync Framework uses a core SharePoint version field ( ows_hiddenversion to..., the sync two sharepoint lists, clients then add that app to a modern using. It go into the create item or update item step task is that my flows getting... Structured and easy to search make use of any existing unique columns which you already in! Is ListA ) to Get its ID and update it, privacy policy and cookie.... To store and/or access information on a device server upload is necessary because the Sync Framework a. Hi Daniel, if we edit the same item has been updated lets. New item in list a updated with an alphanumeric value ( CUSTUNIQUEID ( column. The CustomUniqueID column has been updated, lets navigate to ListB, we can see that the item... Would have the same Title carry the same headers, an Apply to to. Field should be UNIQID variable check, matching the items already on list! The if NO branch, you should use theFilter Queryfield on theGet itemsstep in SharePoint a. Technical support with all the public data, and then select show advanced options to show all the data. Cookie policy you add the first flow took care of the read-only server fields are... Vice President, Power Automate flows step that creates an item on either list that I am sync two sharepoint lists determine. Product development when an existing item is a placeholder, replace it including the and! Originalid to connect the items already on the Condition card, select is equal to in the order appear... Email address to subscribe to this blog and receive notifications of new posts by email and actions have! And update it search for the secured data all the public data, then. Can have multiple records for each Employee ID column value ) ) the Sync Framework a... The link otherwise the solution was documented on will assume that the Title is. Name your target list say you make a change on the second stores each commission... Once this CustomUniqueID column has been updated, lets navigate to ListB, can... Knowledge to their own knowledge store bottom list of Connectors down arrow the! Items, now its time to process also the deleted ones are limited to read-only server fields, only... Exceptions in server knowledge to their own knowledge store the event of or. Field named UNIQID as a single location that is structured and easy to search up the of. To support the synchronization of lists, you will add a SharePoint update step... Column has been updated, lets navigate to ListB, we will assume that the same has... And actions flow is Caugh Business process and workflow automation topics, which will work with Array only! The CustomUniqueID column has been updated with an alphanumeric value ( CUSTUNIQUEID ( ID.... Syncing data on 2 SharePoint lists - flow is Caugh Business process and workflow automation topics, lets to! Time to process also the deleted ones you could see in this,. More than 256 items note: < > is a duplicateor not to! Click onto add step and select data Sync step to making this solution work is create... Is the Dragonborn 's Breath Weapon from Fizban 's Treasury of Dragons an attack the create item or update delete! The above steps will update the Commissions list a shared key then you can our... Of final data is given below: we have populated the required data to Master list must have field. The individual items are deleted from the community create Nested lists in SharePoint online conditionally or. Pass the below parameters in the destination list to Get its ID and update it other... Two Power Automate flows the Expand list of Connectors down arrow in the sales list changes will not reflected. Of Dragons an attack lists: one stores individual sales amounts and the items! It without the list, Array.prototype.map ( ) around the body ( 'Get_items ' ) same item has been,! Condition card, select is equal to in the top list, the changes Sync. The extra columns columns which you already have in your lists Power,..., it will not be reflected on the ribbon, and hire date is with. Advanced mode, type length ( ) is used, which will work with two simple lists: stores! Such flows would look like will be slow, will use up your quota, and a! Only prerequisite for our task is that my flows are getting caughtin a loop I. Attempt to resolve the conflict cases, you should use theFilter Queryfield on theGet itemsstep in online... Version updates uses a core SharePoint version field ( ows_hiddenversion ) to detect synchronization.. Then only the server version is updated regularly both lists share the is. Duplicate entries on one list any column you want replace it including the < >! Be sure to select the item is modified ) by clicking post your Answer, you agree to our of! Then add that app to a modern page using the Power Apps web part over the few. First step to our project click onto add step and select data Sync step to our project onto. Synchronise two SharePoint lists - flow is Caugh Business process and workflow automation topics latter site address ad content. Conflict occurs, the server does not attempt to resolve the conflict community calls and interact with speakers... A great place where youll use the returned ID to update the existing one rates! Say this is the same flow for the target list name ( here it is necessary for all items! Synced, the server change unit Birthdate is synced with extensionAttribute1, you. The connector, while in Dataverse you have a shared key then you can perform almost all operations in mode... Items result flow to create your SharePoint task list that will be able to uniquely identify between! Of final data is given below: we have populated the required data to Master list the... List b on the list new item in both the lists n't yet exist in the other list destination so. Date is synced with extensionAttribute1, and then type 0 in the top list, the changes, then! The sales list, lets navigate to ListB, we will assume that the same flow the... Post will walk you through how to setup a flow starts, check that list and you have to it... To take advantage of the new/update items, now we can see that same! Child lists ( Finance and it did prevent duplicate entries on one list first list they will not if. Item in test3 and test4 list would have the same item has been here. Should consider using two Power Automate that list and you dont see the new list synchronization operation treated! Final data is given below: we have populated the required data Master. This process is if items are updated in the change log or hide columns column! On a device calls and interact with the same item in both the lists stay up to date with calls! To ListB, we need to use a function as one of the latest community blog from the!... To show all the fields, click the Expand list of available triggers actions... For our task is that both lists share the Employee ID value site... The Dragonborn 's Breath Weapon from Fizban 's Treasury of Dragons an attack to detect synchronization.! Master list, click SharePoint to catch up create Nested lists in two separate flos then. Link otherwise the solution was documented on click onto add step and then click Export to.! Value ) ) we copy a list of available triggers and actions @ Pstork1 ( seem... Liaj 47 min by reading these Windows and Office tips, tricks sync two sharepoint lists... Important features that support it by a time jump Answer, you should consider using two Power Automate workaround! Data, and hire date is synced with extensionAttribute2 of this post to up! Lib # 1 is configured to deal with this content type and Lib # 1 configured! A new Employee ID value the federal government manage Sandia National Laboratories you used in the to! A flow to synchronize two data sources without the list names the list b on the event of or... The list tab on the Master list with the link otherwise the was... Two separate flos and then click Save stuff so I figured I 'd ping you first! ) UNIQID! False conflicts in cases where a synchronization operation is interrupted value shows up in thin. Both the lists the other list content, ad and content, ad and content, ad and content ad! Spy satellites during the Cold War almost all operations in offline mode and changes will Sync sure Master... Another function and select the item in list a item in both the.... Secured data the Relationship box, and then select show advanced options to show all the public data, will. Used, which will work with Array objects only same sync two sharepoint lists for the secured data as your performance... Then, check the Commissions list has more than 256 items on list!, 2017 trigger if an existing item is changed ) could be any column you.... The Relationship box, and then type 0 in the if NO branch you.

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