Dataverse monitor multiple fields changes

[Billy_C]

Hi,

I would like to build a flow whenever my record is modified and the priority is changed or my custom status is set to closed it sends out an email saying that the record was updated.
How can I notify the user of what was updated in the record like whether status is set to closed or priority is set to low/medium/high.

I know you can have a trigger based on what was modified but im unable to retrieve which fields were changed afterwards?

Does this mean that I will need multiple triggers 1 for every field?

Any ideas?

Thanks in advance!

Kind regards,

Billy

[v-xiaochen-msft]

Hi @Billy_C ,

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Does this mean that I will need multiple triggers 1 for every field?

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If you don't have a large number of columns to monitor, this is indeed a solution.

Another solution is to turn on 'audit' setting for your table and the columns in it.

When this option is turned on, it will save all historical versions of the table records.

How to turn on audit-

https://learn.microsoft.com/en-us/power-platform/admin/manage-dataverse-auditing

How to retrieve Dataverse history records using flow-

Hope it makes sense.

Best Regards,

Wearsky

[Billy_C]

Hi @v-xiaochen-msft,

It does indeed make sense to use the Audits table, but I am thinking that for my case it might not be the best solution.
Here is why:

I need to monitor 2 fields, priority and my custom status, both being a choice column. I have to monitor every option from priority, for my custom status that's not the case as I only need to monitor the option closed. If I used the Audits table, I would have to first convert the changes field from csv to json (I think) in order to properly get the data.
Afterwards I would have to check if priority is part of the changes or if my status is part of it. If status is part of it I would need to check if the value of my status is closed. Only then can I start to retrieve other data in order to build and send the email.
So I think that having 2 separate flows for this makes it easier one that checks if priority was changed and one where the status was changed and the value is now closed. That way I don't need to do any checks and I only have to retrieve the extra data and build the email.

Unless there is a better option to monitor this?

Thanks in advance!

Kind regards,

Billy

[LinnZawWin]

@Billy_C 

If the flows are going to have very similar steps (e.g. sending out an email saying that the record was updated) but the content is a little bit different based on the column which was changed, I recommend creating x2 parent flows which are triggered on change of the priority or the custom status. Then, those flows can call one common child flow and pass the parameters to the child flow. The child flow can determine which column was updated and send out the notification email with dynamic content for "status is set to closed" or "priority is set to low/medium/high"

[Billy_C]

Hi @LinnZawWin,

What you are saying is correct, but I feel like that solution is mainly for large flows.

As you would mainly do this to reduce redundancy or to make power automate respond faster as the bigger a flow is the harder it gets to load or even edit the flow.
Yet I don't recommend this setup for smaller flows that repeat themselves, since you won't save that much time or effort to make them in the first place.

In the end I just made 2 regular flows for the time being, I was just hoping to place both into 1 flow.

Nonetheless thanks for the help!

Kind regards,

Billy