Send email when an owner is assigned in an item in SharePoint using Power Automate

MaryMoreno-3155 20 Reputation points
2023-10-25T13:08:48.37+00:00

I'm trying to create a flow in PowerAutomate to send an automatic email to the "owner" when an "owner" is assigned to one item in a SharePoint List. I was able to receive the email but now the users receive emails every time something changes on the item, not only when the "Owner" is assigned/reassigned. I used:

When an item is created or modified --> Condition "Owner" is not equal" to blank --> if yes, Send email, if not--> nothing

I tried the condition to be the specific field "owner" and something I found but nothing helped.

Thank you.

and(
    not(equals(triggerOutputs()?['body/IntakeOwner'], triggerOutputs()?['body/IntakeOwner'])), 
    not(equals(triggerOutputs()?['body/IntakeOwner'], ''))
)
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Accepted answer
  1. ChengFeng - MSFT 5,015 Reputation points Microsoft Vendor
    2023-10-26T02:47:27.9866667+00:00

    Hi @MaryMoreno-3155

    Do you want to send an email when the user modifies the IntakeOwner record (and make sure the value of this column is not empty)?

    Here is a test for your reference:

    First determine whether the value of the column is empty: the purpose is to determine whether the column is filled with value

    Get changes for an item or a file (properties only) uses the version number to determine which columns have been modified between the current record and the previous record.

    The newly created record has only one version number, so an error will be reported. In order to avoid this problem, it is necessary to determine whether the values of the two columns Created and modified are consistent: the purpose is to determine whether the record is a newly created record.

    User's image

    Since:

    add(int(triggerOutputs()?['body/{VersionNumber}']),-1)
    

    Condition :

    User's image

    Get changes for an item or a file (properties only) returns a Boolean value indicating whether these columns have been changed.

    We select the column we need to judge. Then when it is true, it means that the column is different from the previous version.User's image

    Here is test:

    User's image

    User's image


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    Best Regards

    Cheng Feng

    1 person found this answer helpful.

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  1. MaryMoreno-3155 20 Reputation points
    2024-01-31T15:15:14.03+00:00

    @ChengFeng - MSFT I couldn't find the page with the answer before. Your solution was very clear and I was able to implement it and it's working. I needed it specifically when an assignee is added as owner. only when this condition was met and my problem was that it was sending emails when any other column was added so it was annoying. Thanks for your support.

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