Listen for updates to SharePoint List

[Pandra]

Hello,

I'm new to MS Flow and am quickly getting up to speed on things. Very impressive App. I've done workflows in SharePoint Designer, but this looks even better and easier.

OK, my question:

I have a Sharepoint list. I want to "listen" for when the list is updated, specifically when a certain field is marked "Yes",When that happens I want to alert the next department that they need to do certain tasks. 

I'm having a problem comfiguring this. I see a trigger for "...An item is created or updated". I added that, then a condition under that to basically say, "When this field changes to Yes, send an email to someone". After editing the list to mark that field Yes, an email is not being sent.

Just can't seem to get this to work. Any suggestions on this would be terrific.

thank you 

[v-yamao-msft]

Hi Pandra,

Not sure how is your flow created. Please take my flow configuration for a reference.

According to your description, I create a Yes/No column in my list.

I use the trigger “SharePoint – When an item is created or modified”, then I add a Condition to check if the certain field in the list has been changed to “Yes”.

If yes, send me a mobile notification. In your case, you could add the action “Send an email”.

Please check the following screenshot for the flow:

Reference documentation:
https://docs.microsoft.com/en-us/azure/logic-apps/logic-apps-workflow-definition-language

Best regards,
Mabel Mao

[Pandra · Accepted solution]

Hello Mabel,

thanks for the reply and your efforts to help us.

So this is how we look for changes when they happen. That's great to know...

I've tried to replicate this here but am getting an error before I can choose an action in the YES section:

I know I've got the correct Y/N checkbox field ID below, so it's not that.

To further describe the business need, we want to:

- Send an Email to a specific person when a new record is added. (Not shown here, but will add it later)

- Send an Email when the first department is finished - indicated by a checked box for that field. This will happen 3 times, one after another (3 departments). Would I just add another Condition after this one, once I get this one working?

Many thanks for you kind assistance!

Pandra

[gamoraes · Accepted solution]

Hi @Pandra.

This that you marked - Cannot read ... is a knew bug. 

Press CTRL + SHIFT + F5 to clean the cache and workaround this

I believe that flow staff are fixing this bug.

Best Regards,

Gustavo Moraes

[Pandra]

Gustavo, thanks for this!

[Pandra]

One other minor issue with this:

First of all, this is working - I'm able to send notification emails as intended. The thing is, since this is looking for ANY change, the first department is being notified again when the second department is notified

The HR email goes out again when it's time to send out the IT Email. 

Is there any way to prevent this? I could separate them as separate workflows I guess, but it would be nice to have it as one.

Thanks!

[gamoraes]

Hi @Pandra.

When i have to do something like this, i create a column in SharePoint called 'InProgress', when i start my flow i check if th Column value is 'false', if yes i set it with 'true' and do my actions - when i change other flow is started, but it no pass in condiction.

For this you'll need to use the Terminate action.

If you need more help, you're welcome to ask 🙂

Best Regards,

Gustavo Moraes

[Pandra]

Gustavo, thank you....

If I'm understanding correctly, I would:

• Add an InProgress column for each department defaulting to False 
• Have Flow set it to True then complete the Email notification for that department
• Set it back to False when complete
• Repeat for next department

If so, where would the Terminate action go?

Thanks!

[gamoraes]

HI @Pandra

No need one column for each, only one, when an item start the flow it should go to all steps. The condiction will be the first action in our flow, below the trigger, if  'InProgress' = true send to a Terminate Action else set the InProgress column value in SP to true and follow the flow.

Understand?

Best Regards,

Gustavo Moraes

[Pandra]

Understood, I'll give it a shot

thanks!

[Pandra]

Gustavo, all works as expected. Thanks again for the help!