How to load default only one person assigned to when creating a new item in a sharepoint list?

[laz8592]

I have the default IT HelpDesk sharepoint template and created flows for different tasks in it. 

I have an 'assigned to' column which the user adds only one person when creating an item/ticket. Thereafter the flow runs on this column in sending an email to this one person. 

I can hide this column and edit the column to not show as a field required when a user creates an item. The problem is the workflow does not run if this 'assigned to' column is not filled in, how can I enable it all the time to select it (this one person) automatically every time any user creates an item/ticket? 

Thanks. 

[rzaneti]

Hi @laz8592 ,

What is the trigger that you are using?

Based on your description, I believe that a quick approach to solve it is:

• Using the 'When a new item is created' trigger, capture all information from the List record
• Check if the 'Assigned to' field is empty
• If it is empty, send to user 'x' (the user that you want to assign by default)
• If it is not empty, send to the user indicated in the record
• Optionally, if the 'Assigned to' is empty, update it to include user 'x' in the record

Let me know if the idea above makes sense and, if yes, I can help you to build this flow.

[laz8592]

Hi rzaneti

Sorry I don't have alot of experience with workflows but would appreciate your guidance with this. 

My flow which is working well for now is attached, how can I include your suggestions in my current flow? Thanks. 

[rzaneti]

Hi @laz8592 ,

Actually your current flow looks great and almost achieve the intended results, so let's just make some small changes on it 🙂 

I see that your current flow is capturing your own user data (email and display name, extracted from 'Get my profile' action ) to populate the email template. If I understood correctly, you want to keep this same process (when a record is added to the list, send the email to user 'x'), but just replacing yourself for this user 'x', right?

If this is the case, you can achieve it by just replacing the 'Get my profile' action for a 'Get user profile (V2)' action, using the user 'x' email address as input:

After that, you will just need to add the dynamic content to your email template again.

To include this user into the 'Update item' action, add an 'Update item' action, set the 'Id' with the dynamic content of the 'ID' from your trigger (highlighted in yellow), and set the 'Assigned to' with the 'Mail' dynamic content from the 'Get user profile' action (highlighted in green).  

Based on the flow design that you shared, it looks like you are comfortable with dynamic contents, but if you find any trouble with it, check this article that I recently wrote about how to use it: http://digitalmill.net/2023/07/31/using-dynamic-content-in-power-automate/ 

If the steps below are not clear or it does not exactly solves your problem, I will be happy in provide you with more details or in investigate new solutions.

Let me know if it works for you or if you need any additional help!

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[laz8592 · Accepted solution]

@rzaneti worked like a charm, thank you! 

[laz8592]

@rzaneti sorry I am now getting an error: Flow save failed with code 'OpenApiOperationParameterValidationFailed' and message 'Input parameter 'id' validation failed in workflow operation 'Update_item': The parameter with value '"@triggerOutputs()?['body/Assignedto0']"' in path 'id' with type/format 'Object' is not convertible to type/format 'Integer/int64'.'. Followed your instructions above

[rzaneti]

Hi @laz8592 ,

Could you please confirm which dynamic content are you using for the 'id' input of the 'Update item' action? According to the error message, you are using the 'AssingedTo' instead of 'ID'. If this is not the case, please share an image of your current flow design displaying the 'Update item' action. 

[laz8592]

@rzaneti hello again. 

The ID was wrong as 'Assigned to' field was in there, I changed it to 'ID' then the workflow worked perfectly. 

I would also be interested in the second solution as a quicker approach if I need it in the future, can you show me a broad outline in screenshots how this workflow would look? Thank you very much once again