Run a flow when a SharePoint column is modified
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- Опубліковано 20 лип 2024
- #PowerAutomate #SharePoint
Power Automate and SharePoint can be combined to create numerous automations to match your business needs. Up until recently, there was no built-in trigger to kick off a Flow when an item is modified in SharePoint 😢
In this video I'll walk through a NEW Trigger and Action in Power Automate that makes it possible to trigger a Flow when an item is modified AND check to see what column values were modified! 😮
Link to Blog Post: flow.microsoft.com/en-us/blog...
Table of Contents:
00:00 - Intro
00:50 - Feature Overview
01:54 - Creating the Flow
03:45 - Checking what Columns Changed
07:52 - Enabling Versioning - Наука та технологія
Thank you for this excellent clear explanation of how to implement this flow. I was searching around for documentation on how to approach this but a video just makes things so much easier. This flow will make a significant impact on how our teams manages our requests in the future. Brilliant!
Thanks for the update April...thats functionality that I've been trying to get working through a variety of tricky approaches, but the new trigger and action make it super simple. And easy enough to show end to end in less than 10 minutes!!! Great stuff.
You're welcome! Same here, I've been waiting for this new trigger and action for awhile now. It's going to make things much easier!
Ms. Dunnam you are amazing! Thank you for being concise and straight forward with your instructions. I'm so tired of people going off topic and talking about other non related "things" in their tutorials. Super impressed, it takes a lot of skills to stay on point and not ramble.
Thank you so much for this great feedback :)
Incredible and thorough video. I really like that you take the time to show the process and what your clicking on. You also go the extra mile to explain what the options mean. Beyond that you go the extra extra mile to identify possible conflicts with the systems and show the full solution to fix that as well. 10/10 just absolutely amazing! Keep doing what youre doing
Great update! Thanks April. I remember with the old "When an item is created or modified" trigger, you could inadvertently create a loop if you didn't put like a "flag" column to stop it from cycling every-time a change was made by the flow; checking on a condition if that flag column was changed, then stop the flow. At least that was my challenge with it, and it didn't seem to be reliable. I'm going to look at this new trigger now - thanks again!
You're welcome Brendan! I think all of us who've built flow's for SharePoint have faced the dreaded endless loop scenario. I'm so glad they've finally released this to help us to we don't have to hack our way through fixing it!
I wasn't even on your channel to learn about this feature, but now I can optimize one of my workflows! Thanks!
I'm glad that you found this video and it's going to help you optimize your workflow!
Thanks for the video, April! There don't seem to be a whole lot of videos out there on this new(ish) feature yet!
Question: In the email, is there a way to include JUST which fields were updated, and what the old and new value is/was?
Thanks for all you do with these videos, you've helped me more times than I can count!
Extremely simple, quick and explanatory. Thank you! I have created my flow at the same time you finished your video.
April, i'm SO glad i stumbled across your channel! thank you for your efforts. Content is relevant and presented in a well-constructed manner.
Easy to understand. You're eloquent and concise, and your voice is so pleasing on the ears :)
Wow thank you so much! Very glad that you stumbled across my channel. Thanks for watching!
Your videos are brilliant!
The versioning for SP lists alone was a life saver for me!
Thanks for watching Sarah - glad this one was helpful!
Thank you exactly what I was looking for. Tip. When building condition logic arguments MS limits to 10 rows. You can add a row below (and click move up) to push arguments past 10 row limit.
This is fantastic April. I was looking for a way of only breaking permissions and reapplying them if the owners or members change in a canvas app linked to a SharePoint list. This so far seems like the perfect solution. Thank you very much.
Yes, I just happened to need this functionality yesterday, found the new function and started learning about it. Thanks for your helpful, enlightening video.
Thanks for watching Carl!
@@AprilDunnam Well I have your channel bookmarked as one of my resources.
Thank you April, this is exactly what I needed! Thank you :)
Glad it was helpful!
This is the video I've been looking for !!. Thank you, April!
You are so welcome!
This was helpful. Thank you. It is really pleasant to finally hear native speaker with such a nice voice and pronounciation! Thanks again
Thank you! 😃
This is Superb April. I really like the way you keep things simple for otherwise complex requirements.
Thank you so much 😊
This video is great. It's much better than the one Microsoft linked to in the original blog post.
Thanks a lot for the video April, its really helpful 🤗 I hope you keep doing such amazing videos. The way you explained it is also simple and straight to the point, I loved❤️🤗 it. Keep rocking!! 🔥🌹😉
Thank you!!
Thank you, awesome update on Flows and great way of explaining it!
Thanks Emmanuel - glad you enjoyed it!
Great video, thank you for the step by step! I caught myself putting True instead of true, but fixed that quickly.
You're very welcome Oleg! I have also got tripped up with True vs true so you aren't alone!
THANK YOU! I spent an hour trying to figure this out and this was the problem :)
Thanks so much! Also love that you sectioned your video - so helpful!
Thanks Nicki! Glad that you liked it and it was helpful :)
Great video, very helpful and easy to follow. Nice work and thank you!
Thank you so much April for another great and helpful video 🤩
Glad it was helpful!
Thanks a lot for making this specific video!
My pleasure!
Very cool, I did it before by duplicating the column and checking for changes each time, this is much better
Definitely - no more hacks needed to do something simple...finally!
Awesome...just awesome! Just subscribed. Thank you!
Thanks for the sub!!
Your videos are so helpful! Thank you!
Thank you so much!
Fantastic video! Thank you so much for showing how to do this! Is there a way to capture what the value was before it changed? Possibly into a running log or append to a OneNote page?
Superb video! Straight forward and very clear instructions! Would you know how to identify/input directly in an added sharepoint list column which columns have been modified/changed? I've been trying to use the same conditions and utilizing "Update Item" when there are changes in specific columns, but I couldn't make it that it will identify the columns with changes.
Yes this was amazing! Please keep making more videos! 👽
Thanks! I'll definitely keep making videos 😉
Hey! Cool stratocaster on the wall :) And cool flow stuff. Thanks :)
Thanks :)
I love u. U just saved me soooo much time. I looked and looked for this and the work arounds were sooooo confusing. Thank u!!!
I'm so glad! You're welcome!
Added this to an approvals workflow. Very handy. Thanks
Nice!
Fantastic video, exactly what I was looking for. Thank you so much.
Awesome - glad it was helpful! Thanks for watching!
This perfect video just earned you another subscriber - thank you!
Thanks so much for the sub!
This video was incredible. Thanks for sharing this.!!!
My pleasure Cristian - glad it was helpful!
BRILLIANT. Just what I was looking for. Thank you!
Great to hear!
Well, finally a worthy tutorial! Thank you!
Thanks for watching!
Agreed. If Microsoft could only provide useful, normal, everyday life functional videos. Enough of Contoso.
hi April - great example and easy to follow instructions - sure beats writing workflows in visual studio
Thank you!
Thanks April, amazing video of what i was looking for exactly.
Glad it was helpful!
Great video!! Just what I needed, thanks for sharing your knowledge!!
Thanks Omar! Glad it was helpful!
Thank you for the video April! Very helpful! :) Do you know, however, how to mention in the notification email the old field value? Like in your example "changed from 4hrs to 8 hrs"?
Exactly what I was looking for. Thanks April. :-)
Glad it was helpful!
amazing April! thanks for sharing
Thanks for watching!
super April. exactly am looking at this part, finally got an answer from you. also, when the attachment modified, do we have any flow trigger video???
Awesome video, Thank you Aprill!!
Thanks Hikmet!
HI April, thank you for this video! It's so helpful. May I know if we can track the changes in content files of attachment as well? I tried to find in dynamic content, but I couldn't find the attachment. Looking forward to hearing from you!
Thank you!!! Helped me complete my flow !
Wonderful! Glad I could help!
Thank you so much for this tutorial its saved a lot of headaches!
That's my goal - none of us have time for headaches!
Very pro explanation! thank you!
Glad you enjoyed it!
really, you are the best, thanks very much for all your useful videos always
You're very welcome - thanks for watching Ahmed!
amazing. Easy to understand and you helped me so much.
So glad I could help!
Thanks a lot, super helpful and easy to follow!!
Glad it was helpful Eric! Thanks for watching!
Thank you so much for the instruction. This is so helpful.
You are so welcome!
Exactly what I am looking for. Thank you!
I am subscribing based off of this one (1) video.
Glad it helped. Thanks for subscribing!!
Thank for this breakdown, Sharepoint Siren 😆!!! SUBSCRIBED!!!!
Thanks so much for the sub! 🙂
Awesooooome!! I was strugling using The Switch function, but this solved my issue :)
Glad this helped!
Too good ! Thankyou Miss Dunnam 😊
Thanks for watching!
Great video! So glad I found it. Does this work with the attachments column?
Thanks April, your videos are very helpful. Easy to understand and follow compare to some other videos where they talk nonsense for 90% of time. Great work really appreciate, it has helped me a lot. Would you be able to post video for this scenario on power app if I have to pull data from 1 sp list A and submit to data to sp list A and sp list B and default drop down fields to blank when submitting.
Thanks! I'll see if I can think of a good scenario for this and add it to my list. But to answer your question you can submit to multiple lists using the Patch() function. When you are using patch you can make a dropdown field blank by mapping it like so: Dropdownfield: Blank()
Great video, loving your work, quick question if I may, when using the condition is it possible to add the true for the change and also a criteria condition (ie if value of column is Yes) before sending a mail
Thanks for the great video. Do you know if there's a way to trigger an action on a file with a specific name or extension when they are created in a sharepoint folder?
This is excellent! Thank you
You're very welcome!
I love your videos!! I do have a question, can I use this flow across 2 different list from 2 different SharePoint sites? I need to update the second list when the first list changes in a couple of specific columns. Thank you!!
This video was awesome! I wish I saw this 5 hrs ago. One question, what do I need to do when I want to email more than one person the change?
Another great video, thank you! Is there a way to get the changed values and bring them back into the App, almost like the Version History view from within the SharePoint list?
Hi April, awesome work. thanks a ton.
I have it working for one particular column field, now i need to run a flow if any field changes. anywhere i can see how thats done?
Thanks for share with us :)
My pleasure!
Perfect! Thank you!
You're welcome!
thank you for this. It's not at all intuitive but I've got my flow working as I wanted. cheers
Intuitive or not, I'm glad you were able to make it work and glad I could help. Cheers to your flow!
Thx a lot, i search many many day for the soolution and u gave me !!!!!
Glad I could help!
Thanks so much for showing this feature! I was wondering if this works on the "Title" column or when a document is updated (content or name change). Its seems to be working with all the other columns other than the one that contains the document. Thanks!
Hi April, wonderful walk-through. Thank you! To expand on this a little further, how would I choose a specific dropdown? I have a Status column but only want the email to trigger on the "Not Delegated" selection. Can put the "Not Delegated" in the True field? Or must it have a function to call that selection?
Looking for an answer to this question as well..
Great video, exactly what I have been searching for! I am currently making a news feed for an employee clock in application and need to give the admin the most recent action. Would this be the best method to return the most recently modified entry? Also like your music setup!
Hey Christian - What tool are you using for the employee clock in app? For example - if you're using a Power App tied to a SharePoint list then you can just use a SortByColumns(DataSource, "Modified", Descending) to get the most recent items first. But if you're using another tool then this Flow could be a good way to get the most recently modified data
SO SO SO Thank you April!!!
You're very welcome Taylor!
Great Videos! thank you so much! totally got a new subscriber ;) If I have a yes/no column and I want to get notified only when the value is "yes" how can I build this workflow?
Hello April, thank you for this video! Such a tremendous help but I am running into an issue that I don't quite understand. What you explained works wonderfully but if I make changes to multiple column changes, an email is sent out for each change. For example, I have 3 columns: Title, Location, Description. If one of those fields change, one email is sent. If two changes are made at the same time, 2 emails are sent, and so on. I'm a bit perplexed. Any thoughts?
Thanks a ton....you saved me 30K Euros......loving your channel.....
That's awesome! Thanks for watching!
Perfect tutorial, thanks a ton!!
Glad you liked it! Thanks for watching Kara!
Amazing thanks so much April
You are so welcome!
Hi April, very good tutorial. I just couldn't your second step to run. It worked fine, however, when I deleted the second step and jumped straight into the "condition" section. Can you elaborate on the function of your second section a little more, please.
April, thank you for posting this! I'm so happy to have come across your video! It's so close to what I need. For me though, instead of sending an email, I'd like to update an excel table in the clients folder. Every client in my sharepoint list has a folder in Documents/General/ClientLibrary/[ClientName]/Status/status.xlsx. Any thoughts on how to accomplish this?
Hey there -
Yes you should be able to do this with Power Automate. Pieter Veenstra has a good blog post walking through it here: sharepains.com/2019/10/14/update-cells-in-excel-power-automate/
So appreciated! Thanks
Very welcome!
Needed this 👏👏👏
Glad I could help!
This is great! Question - Is it even possible to send different emails just based on one column changing? I tried to replicate this. So when Mon is selected the first email would go out, tuesday - the second email and so on. The output was when one condition met, it sent 7 emails :) Is the alternative creating several different flows?
Hi April, What about the settings in “When an item or file is modified” there is at the bottom a Trigger. Can I set that to trigger only if the Approval Status is "Action Required"? it would not start the flow. or in my case I want to startnly if the Value is Action Required. Thank you, great work you do here on UA-cam. Wolf
Great video April! Can you do an updated one that shows how you can include the before value as well as the updated value in the email? I've been struggling to figure that out!
Hey Craig! I just released a follow up video today that walks you through exactly how to do this: ua-cam.com/video/DT6BpixFbHY/v-deo.html
@@AprilDunnam You're amazing! I hope to be as good as you some day!
Thanks, April. This was really helpful. However, I need a little more help here. If I have a multiple choice column in sharepoint having only two choices , 'Yes' and 'No'. Can I get two different trigger emails for each? I do not want any trigger for any other change in the sharepoint list.
Will be looking forward to your response.
Thank you very much, it was the perfect solution for me:)
Great to hear Anna!
Thanks for the video. Is it possible to show only those fields in the email where the value has changed?
Thank goodness!!
:)
very helpful. thanks
Glad it was helpful!
Thanks April..Is it possible to update Timestamp whenever Status Column Values is Modified and store it as Time taken named column in sharepoint list.
Hello April, first I want to thank you for your content which has served me a lot, as it is very clear and didactic...;). I have a question where I hope you can guide me. In Power Automate, you can run a flow that "detects the files you select" in one sharepoint library and copies them to another. Again thank you and stay tuned for your genius...;)
Hey Robert - sorry for the delay in responding! Yes, you can do that in Power Automate. There is a trigger called "for selected file" for SharePoint that you can use and then you can use the "Copy file" action
Great video. Can you also add here what if once I update the value to 'In Progress', how can I fetch its relevant values from another SharePoint List. Lets say, the other SP List has 2 or more columns of data against 'In Progress' and I would like to fetch it here in the Master SP List once it changes
Awesome awesome awesome. Thanks
Thank you!
Thank you. Great Video! I want to know how you activate your approval status which shows in the list.
Also if an approval flow is rejected, doe it automatically change from approved to rejected in the approval status column in the list?
The workflow is triggered when an item is modified. As far as the rejection, that isn't automatic you will need to add in an Update Item action and manually set that Status field to Rejected
In this particular example, how do you make sure that the flow only triggers when a new item is modified (you have done that), and when only Monday and Thursday fields change? How do you apply trigger conditions here?
this is great!
Glad you liked it!