Forum Discussion
Send a Mail When a Field in a SharePoint List has a value of Yes
Hello We have a SharePoint List that people can add to / edit etc... We want to have a Flow that monitors this list and when a field changes to Yes we want a email sent to a person that basic...
Based on your original details, this sounds like a pretty straightforward Flow.
Here is how I understand your question and the result you are looking for:
1. An item in a SharePoint list is modified
2. If a specific field value is changed to "Yes", then send an email.
You can accomplish this with the following steps in Flow:
1. When an item is created or modified (set this up for your specific list)
2. Condition (check to see if your field is equal to "Yes")
3. If the condition is true/yes, then use the Send an Email action
4. If the condition is false/no (your field does not equal "Yes"), then do nothing.
This Flow will run every single time that an item is modified in your list. However, it will only send the email if your field value is equal to "Yes".
If there are more nuances or requirements to the Flow scenario you are trying to create, please include them here. Otherwise, based on the initial ask, I believe this will suit your needs.
kevinmckeown8 Hi. Hoping you can help. Like many, I'm struggling to find the answer. I am LOVING Flow (and starting to promote in my org), but at risk of giving up where it just gets a little too advanced and time consuming. I came across your response, which was one of the simplest (and closest to my issue) which I could find.
I think I am close, just missing something obvious (at least I hope I am!). I have got my flow working, I think the basics are all good. Custom email to be sent once a SharePoint list item is modified, condition is to only send it if a choice value in a certain column is set to "Complete" (default value of the column is "Not complete").
I add the list item, the column stays as "Not complete", email doesn't send. Perfect.
Couple of hours later, I modify the list item, the column still stays as "Not complete", email doesn't send. Perfect.
Next day, I edit the list item, change this certain column to "Complete", the email sends. Perfect.
Like I say, it's working. My issue is STOPPING the email being sent again as soon as only one email has been sent. Once the column is set to "Complete", it will never be set to "Not complete" again.
Because I would normally go in and out of the list item at various times, I need some way of stopping the email being sent if the value was already "Complete" before modifying the list item. Not sure if I need a loop of 1 or what (this is where I am struggling to find help)
How do I stop the email getting sent when I go in and modify something else unrelated in the list item. Every time I make a change somewhere else, the condition is still being met, so the email is being sent out every time the list item is modified.
Thanks in advance!
Dave
- You could have the flow set the value of an extra column - e.g. set 'FlowHasRun' to 'True' - then check that value in the Flow, so the email is only sent if your column is 'Complete' AND 'FlowHasRun' column is 'false'
- I know you suggested this years ago, but this idea is genius and has solved my problems! I wanted to send an email when an application had been approved but I couldn't get it to stop emailing every time that row was amended. This made it a piece of cake so thank you!
Alexshore those posts are all quite old and have been superceded by the newer when an item or a file is modified trigger with the get changes for an item or a file (properties only) action. This allows you to check whether a specific column has been changed since the previous version. Make sure versioning is turned on in your list.
Rob
Los Gallardos
Microsoft Power Automate Community Super User
Rob Ellis I added the 'FlowHasRun' column to my SharePoint list but when I come to add the action to update that column to 'Yes', I get warnings in Flow Checker 'Actions in this flow may result in an infinite trigger loop. Please ensure appropriate conditional checks to prevent this flow from triggering itself'.
I have the following working from you description: Triggered by Created or Modified (I change a SharePoint list field to 'Yes'), Condition runs the workflow to 'Send an email'. I wanted to then update the SharePoint list item in the column 'FlowHasRun' to 'Yes' to ensure the flow doesn't get in a loop.
DarrenPlant I recommend you add a trigger condition in the settings of the SharePoint When an item is created or modified trigger. That way the flow will only trigger if the FlowHasRun column is equal to No. In my SharePoint list the FlowHasRun column is a single line of text column which defaults to No and the Update item action in the flow changes it to Yes. Because it's a single line of text column the trigger condition has single quotes around the 'No'. If you are using a Choice column then you'd need to replace 'No' with false:
@equals(triggerBody()?['FlowHasRun'],'No')Rob
Los Gallardos
Microsoft Power Automate Community Super User
Rob Ellis I realise this is an older thread, but I am just wondering exactly how to follow your instructions. I have completed everything as mentioned above but am probably to new to this to realise the steps needed.
Do I create a new column in my list called 'FlowHasRun'?
Is there a step in the Flow that actually sets the value of the column in the SharePoint list?
Any help would be great thanks
- You're exactly right - you need a column in the list called 'FlowHasRun' (or whatever you want to call it) - then have a SharePoint 'update item' action in your Flow that sets the value.
