send email when value in sp list changes

[jcastr02]

I have a sharepoint list that I'd like a flow to send an email (to multiple recipients) if the 'status' column is changed to No  AND if there is value in the 'salesforce' column as sometimes this is blank.  How can I achieve this in PA?   I would truly appreciate a screenshot

[efialttes]

Hi!

My suggestion is to use Sharepoint trigger 'When an item is created or modified'.

Now, there are several approaches:

1.- Use either conditional triggers or a condition inside your flow; please note you need to design carefully since this can lead to infinite loops

2.- Use an aux boolean Column to let users report when your logic should run and when it shouldn't. So SP list users manually set the flag to YES, your flows does the magic and automatically sets the flag to NO. You can combine this approach with approach#1

3.- Activate Version History on your SP list, so your flow compares current Status value and also last value stored by means of 'Send an HTTP request to Sharepoint'; in order to avoid infinite loops.

You can get a good overview of most of these approaches in the following post

https://powernimbus.com/2019/06/microsoft-flow-avoiding-the-sharepoint-list-update-trigger-infinite-...

MY humble suggestion is:

1.- To decide which of these three approaches is the most valid for your challenge and write back

2.- To share a screenshot with your SP columns definition so we can identify its type (i.e. single line of text, choice, lookup...)

Ánimo!

[jcastr02]

@efialttes   

[efialttes]

Hi!
Cannot see the content of your latest post
Thanx!

[jcastr02]

@efialttes   sorry about that, attached are the columns in sharepoint that are the two that would have the conditions in power automate, I appreciate your help, if you have a screen shot to share, that would help a ton, thanks 🙂

[efialttes]

Hi!

So I have reproduced main columns from your desing in a dummy SP list I've just implemented

I assume the only item from the ones displayed that match your conditions is ID 3, right?

If so, here you are an initial Flow design

IN the true branch of my condition I have added a dummy compose action block. In your case, you should replace it and add 'Send an email' instead. But please note the current flow design can lead to undesired executions if for some reason somebody modifies another column in item with ID#3 (the one in my example) and the item still matches the condition set defined in the flow, it will be reexecuted again and an email will be sent.

Hope this helps

[efialttes]

Hi again!

AS I mentioned in my first reply, a common strategy is the following:

2.- Use an aux boolean Column to let users report when your logic should run and when it shouldn't. So SP list users manually set the flag to YES, your flows does the magic and automatically sets the flag to NO. You can combine this approach with approach#1

Do you need the new flow to update status column from No to Yes everytime it is executed?

Thanx!

[jcastr02]

Hello @efialttes     I tried as per my below screen shot, the flow succeeded, but I didn't get an email......   Since I want the condition would be , status has to be NO, and there must be a value in the salesforce column...wouldn't the condition have to be different for the salesforce item....

In your example, yes the third one would be the only one I get an email on...here is my screen shot, I appreciate your continued help 🙂

[efialttes]

Hi!

Please review your condition design: the second rule you have implemented differs from the one I shared in my example

So for the second rule I suggested to use a expression on its left side, but I cannot see this expression in your screenshot

empty(triggerBody()?['Salesforce']?['Value'])

Please note also for troubleshooting purposes, you can add a dummy action block before your condition, and assign both the dynamic content and the expressions you are about to use in your condition rules (the ones on the left side) so once your flow is reexecuted you can inspect its contents easily

Thanx!

[efialttes]

Hi!

Please tell me your flow is finally working as expected...

Not yet? please let us know for further assistance.

Succeeded? My humble suggestion:

1.-Mark this topic as "Solved" by clicking "Accept as a solution". This way other community members facing this same problem in the future have the chance to find a solution faster. Please note you can even select several replies as as 'Solution', even from different community members!

3.- (OPTIONAL) Click on 'Thumbs up' in any answer you found valuable, or even in all of them 😉

Even though this 3rd step is OPTIONAL, please remember it is the cheapest, easiest way to say thanks to somebody that simply tried to help even on Sundays. And just between you and me, everytime an inspiring answer receive a kudo, an ewok escapes from The Emperor menace  😉

Thanx for your contribution to keep this community great!

[jcastr02]

@efialttes   Not working yet, I can't seem to get the empty...etc.   How do I achieve that, sorry I'm completely newer to this program, so still trying to learn in...

[efialttes]

Hi!

THis is the way to add expressions in your Flow

https://flow.microsoft.com/es-es/blog/use-expressions-in-actions/

If you need further assistance, please let us know

THanx!