Search all items in a workspace and update if found

I have searched and found pointers but nothing that really solves my issue.

here is the workflow:
We receive an email and it is automatically tagged in Gmail with a label.
We identify a JOB-XXXXXX for the job number.
We need to search all items to see if that item exists (it could be in multiple boards as we assign multiple instructors to a job)
If the item is found then this email should be posted as an update.
If it is not then it should be created as a new request in the pending jobs group of our main board.

Challenges:

We are able to get the emails and parse the data needed.
we even geolocate the address for the address field
but we are missing a board when we get boards returned. we are looking for a specific board_folder_id and for some reason one of our boards does not have the id, even though it is in a folder. this approach was used to minimize the boards we query down to just what is really needed.

I have been able to get the items per board but so far that is where i stopped due to it not being reliable in getting all the correct boards.

as seen below we are getting the boards but if you look at Brandon Cornell the board_folder_id=null

[{"id":"4045768127","name":"InSync Questions","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"4028297792","name":"Heather Evans","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"4011257038","name":"Brandon Cornell","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"4000591300","name":"Class Roster","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3993342731","name":"Class Roster","board_folder_id":null,"state":"active","owner":{"id":38548852}},{"id":"3970274575","name":"Mark Cornell","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3970134360","name":"Subitems of Open Jobs","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3970133306","name":"Open Jobs","board_folder_id":10358379,"state":"active","owner":{"id":35579970}},{"id":"3970036426","name":"Subitems of Cassandra Watsula","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3970036419","name":"Cassandra Watsula","board_folder_id":10114161,"state":"active","owner":{"id":35579970}},{"id":"3970024775","name":"Michael Cornell","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3970024769","name":"Subitems of Michael Cornell","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3970024760","name":"Michael Cornell","board_folder_id":10114161,"state":"active","owner":{"id":35579970}},{"id":"3969826366","name":"Class Roster","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3969796360","name":"Class Roster","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3969796010","name":"Untitled","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3969791580","name":"Class Roster","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3847699996","name":"Subitems of Heather Evans","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3847699994","name":"Heather Evans","board_folder_id":10114161,"state":"active","owner":{"id":35579970}},{"id":"3847693815","name":"Subitems of Eric Arandia","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3847693812","name":"Eric Arandia","board_folder_id":10114161,"state":"active","owner":{"id":35579970}},{"id":"3847276085","name":"Subitems of Mark Cornell","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3847276061","name":"Mark Cornell","board_folder_id":10114161,"state":"active","owner":{"id":35579970}},{"id":"3847183477","name":"Subitems of Valerie Johnson","board_folder_id":null,"state":"active","owner":{"id":35579970}},{"id":"3847183438","name":"Valerie Johnson","board_folder_id":10114161,"state":"active","owner":{"id":35579970}}]

I have cleaned up as much as i could and here it the output showing that Brandon is not on it. I can’t continut until I find out how to fix because we are constantly adding staff and this could be a big issue

3:06:29 PM	Info	Board ID: 3970036419 Name: Cassandra Watsula
3:06:30 PM	Info	Item ID: 3873401504
3:06:30 PM	Info	Total Items: 9
3:06:30 PM	Info	Item Name: 1062237
3:06:30 PM	Info	Board ID: 3970024760 Name: Michael Cornell
3:06:30 PM	Info	Item ID: 4045039986
3:06:30 PM	Info	Total Items: 22
3:06:30 PM	Info	Item Name: 1068157
3:06:30 PM	Info	Board ID: 3847699994 Name: Heather Evans
3:06:31 PM	Info	Item ID: 4028258837
3:06:31 PM	Info	Total Items: 2
3:06:31 PM	Info	Item Name: 1013952
3:06:31 PM	Info	Board ID: 3847693812 Name: Eric Arandia
3:06:32 PM	Info	Item ID: 3769307314
3:06:32 PM	Info	Total Items: 2
3:06:32 PM	Info	Item Name: 1014329
3:06:32 PM	Info	Board ID: 3847276061 Name: Mark Cornell
3:06:34 PM	Info	Item ID: 4044182189
3:06:34 PM	Info	Total Items: 91
3:06:34 PM	Info	Item Name: 1009871
3:06:34 PM	Info	Board ID: 3847183438 Name: Valerie Johnson
3:06:35 PM	Info	Item ID: 4025271648
3:06:35 PM	Info	Total Items: 9
3:06:35 PM	Info	Item Name: 1061698

Thanks for any help, it will be appreciated!

Hello there @mnprivate,

I am not sure I understand the nature of the issue. This looks like a bit of a complex flow.

Would you be able to send a screen recording explaining the steps you are taking and the issue you are seeing to appsupport@monday.com so we can take a closer look into this?

Cheers,
Matias