Power Automate send Email Depending on Value within Sharepoint List

Question

Power Automate send Email Depending on Value within Sharepoint List

Julie Smith 21

We have a Recruitment tracker list in SharePoint, I would like to be able to send different emails when the Progress status changes on a line item. How do i get Power Automate to see the different status and issue the relevant email. The condition only seems to recognise if the Progress field has changed not what it has changed to?

Thanks

Heiko Iwert 1 Reputation point

2022-11-14T10:40:17.217+00:00

Hello Julie,

I've applied the upper setup and left the "If no" blank.
The flow gets triggered based on the defined change of selective SharePoint fields.

However I'm getting an endless number of emails which implies to me that a run cycle needs to be defined.

Any idea?
Heiko Iwert 1 Reputation point

2022-11-14T11:02:27.5+00:00

Hello Julie,

I've applied the upper setup and left the "If no" blank.
The flow gets triggered based on the defined change of selective SharePoint fields.

However I'm getting an endless number of emails which implies to me that a run cycle needs to be defined.

Any idea?

With kind regards,
Heiko

Accepted answer

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Heiko Iwert 1 Reputation point

2022-11-14T10:40:17.217+00:00

Hello Julie,

I've applied the upper setup and left the "If no" blank.
The flow gets triggered based on the defined change of selective SharePoint fields.

However I'm getting an endless number of emails which implies to me that a run cycle needs to be defined.

Any idea?
Heiko Iwert 1 Reputation point

2022-11-14T11:02:27.5+00:00

Hello Julie,

I've applied the upper setup and left the "If no" blank.
The flow gets triggered based on the defined change of selective SharePoint fields.

However I'm getting an endless number of emails which implies to me that a run cycle needs to be defined.

Any idea?

With kind regards,
Heiko

Answer 1

Andrew Geddes 746

@Julie Smith Hey Julie, you're going to create a SharePoint based workflow. You want the workflow to fire when you are modifying a list. What you'll do is leverage

When an item or a file is modified (Using this because you probably don't want to notify when an item is created, and if you do, I'd look to alerts for that)
Set a condition, and you're going to use dynamic content - whichever field has your progress status
You'll set the condition to your status, must match case and spelling
If yes, send an email based on your requirements, if no do nothing

Any questions? Just let me know

Julie Smith 21 Reputation points

2022-06-07T13:55:17.483+00:00

Hi

Thanks for the guidance, that seems to be working.

HR would like different emails sent depending on the Status chosen. I've added conditions in each 'No' to look for one of the other status's and if found to send the appropriate email. Is this the best way to achieve sending an email depending on the status chosen?
Yi Lu_MSFT 17,616 Reputation points

2022-06-10T09:38:00.933+00:00

Hi @Julie Smith
You could use "Add a parallel branch" to filter different status:

This method could make the whole flow faster than "add conditions in each 'No' to look for one of the other status".

If Andrew's answer is helpful for you, you could click "Accept Answer" so that this answer could be easier to found by other people who meet the similar issue.

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Yi Lu_MSFT 17,616 Reputation points

2022-06-13T08:13:40.52+00:00

Hi @Julie Smith
I am checking to see if the problem has been resolved. If you have any questions or progress, you can contact me in time.
Kasat, Avinash 1 Reputation point

2022-08-06T14:52:29.213+00:00

hi,

I have the exact same requirement where i am maintaining a sharepoint list. the list has emali ID and Status column. I want to do parallel branching such that if Status is changed to Shortlisted - it should trigger an email. If the status is changed to Rejected - It should trigger a different email and similarly i have 5 different status values for which I want to send unique email. I tried parallel branching but it did not work and I tried nested if condition that also did not work. I may be doing something incorrectly, please advise how to fix this:

Please let me know if you need any additonal information.
Jess P 1 Reputation point

2022-12-10T01:10:34.497+00:00

Hello! Hoping you can help me as well with a similar issue. I am running into a problem where a column is a choice format and want it to email different people depending on the selection. I have tried using all the options and it won't trigger the email although it says it was successful. This was working before so not sure what broke it. I have even rebuilt the entire flow to see if that helped and no luck. THANKS!

Answer 2

Seth Brathovd 0

@Andrew Geddes

I did this and it returns false and will not send email

My column it is getting is Estimating Status and I want an email to send when the column has changed to equal "Ready To Send"

I also am adding the fields in the email and forced an email but where there are the field it is showing up as jumbled up mess

See below

The Sales Rep Firm & Rep are in the system as, [{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedTaxonomy","TermGuid":"2a137943-4dc4-4164-bfe6-10873251078d","WssId":64,"Label":"SALES REP","Value":"SALES REP|2a137943-4dc4-4164-bfe6-10873251078d"}], .

One column is stored term data and the other is group or person this is happening to

Could you please give me some guidance on this?

Thank you

Seth Brathovd 0 Reputation points

2023-01-26T14:43:43.1233333+00:00

Update Email is sending - silly error

however, I am getting all the extra information in the body of the email.

Thanks,

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Power Automate send Email Depending on Value within Sharepoint List

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