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...
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'
Rob Ellis Thanks Rob, and thanks especially for the quick response. I actually had this method reserved as a 'Plan B'. Glad to report it worked though, exactly as you suggested (I finished testing it literally seconds after you replied!). Took a while to setup (list has over 100 columns, so a lot of monotony deleting values out of the 'Update list item' part of the flow), so I was reluctant to jump straight to that method.
Still just have that niggly feeling that there must be a simpler way.
kevinmckeown8 Thanks Kevin (and thanks for providing the answers on this post in the first place). Now that I have these additional columns, purely used for the Flow to work, then my next task is figuring out how to hide them from view (...but that's another story for another day, another pertinent forum post I need to find).
Dave Palmer If you go into the List Settings, you can go down to Views, select the view to modify, then select which columns are shown in that view.
Additionally, if you want to keep columns from showing in New/Edit Forms, then you need to:
Go to List Settings
Go to Advanced Settings
Set "Allow management of content types?" to Yes. Click OK.
On the List Settings page you should now see a "Content Types" section. Click the "Item" content type.
Click one of the columns you want to hide from forms.
Change the column setting to "Hidden (will not appear in forms)". Click OK.
Do this for all columns that you want hidden from forms.
Once done, go back to Advanced Settings and set the "Allow management of content types?" back to No.
If you leave content type management on, then your forms will always show a "Content Type" dropdown at the top of the form.
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Yes","id":"message:369630","revisionNum":1,"repliesCount":26,"author":{"__ref":"User:user:272339"},"depth":0,"hasGivenKudo":false,"board":{"__ref":"Forum:board:PowerAppFlow"},"conversation":{"__ref":"Conversation:conversation:369630"},"readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:369630"},"body@stripHtml({\"truncateLength\":200})":" 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...","body@stringLength":"316","rawBody":"
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 basically says \"ID 123\" has changed
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 basically says \"ID 123\" has changed
Any idea how this can be done?
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Rob Ellis Thanks Rob, and thanks especially for the quick response. I actually had this method reserved as a 'Plan B'. Glad to report it worked though, exactly as you suggested (I finished testing it literally seconds after you replied!). Took a while to setup (list has over 100 columns, so a lot of monotony deleting values out of the 'Update list item' part of the flow), so I was reluctant to jump straight to that method.
Still just have that niggly feeling that there must be a simpler way.
Ah well. If it ain't broke...
","body@stringLength":"787","rawBody":"
Thanks Rob, and thanks especially for the quick response. I actually had this method reserved as a 'Plan B'. Glad to report it worked though, exactly as you suggested (I finished testing it literally seconds after you replied!). Took a while to setup (list has over 100 columns, so a lot of monotony deleting values out of the 'Update list item' part of the flow), so I was reluctant to jump straight to that method.
Still just have that niggly feeling that there must be a simpler way.
Ah well. If it ain't broke...
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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.
","body@stringLength":"1541","rawBody":"
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.
","author":{"__ref":"User:user:62361"},"isEscalated":null,"postTime":"2019-03-14T11:30:41.070-07:00","parent":{"__ref":"ForumTopicMessage:message:369630"}},"ForumReplyMessage:message:834698":{"__typename":"ForumReplyMessage","id":"message:834698","revisionNum":1,"uid":834698,"depth":2,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:PowerAppFlow"},"conversation":{"__ref":"Conversation:conversation:369630"},"subject":"Re: Send a Mail When a Field in a SharePoint List has a value of Yes","readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:834698"},"body":"
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
","body@stringLength":"2199","rawBody":"
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
","author":{"__ref":"User:user:203597"},"isEscalated":null,"postTime":"2019-09-03T08:17:18.332-07:00","parent":{"__ref":"ForumReplyMessage:message:369670"}},"ForumReplyMessage:message:834734":{"__typename":"ForumReplyMessage","id":"message:834734","revisionNum":1,"uid":834734,"depth":3,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:PowerAppFlow"},"conversation":{"__ref":"Conversation:conversation:369630"},"subject":"Re: Send a Mail When a Field in a SharePoint List has a value of Yes","readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:834734"},"body":"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'","body@stringLength":"217","rawBody":"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 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for this idea","messageReadOnlyAlert:FORUM":"Replies have been turned off for this discussion","messageReadOnlyAlert:OCCASION":"Comments have been turned off for this event"},"localOverride":false},"ModerationData:moderation_data:834907":{"__typename":"ModerationData","id":"moderation_data:834907","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:834907":{"__typename":"ForumReplyMessage","uid":834907,"id":"message:834907","revisionNum":1,"author":{"__ref":"User:user:62361"},"readOnly":false,"repliesCount":4,"depth":5,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:PowerAppFlow"},"parent":{"__ref":"ForumReplyMessage:message:834855"},"conversation":{"__ref":"Conversation:conversation:369630"},"subject":"Re: Send a Mail When a Field in a SharePoint List has a value of Yes","moderationData":{"__ref":"ModerationData:moderation_data:834907"},"body":"I was going to suggest the same method that Rob Ellis did. I'm not sure of another way to accomplish it.","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"104","kudosSumWeight":1,"postTime":"2019-09-03T10:07:19.842-07:00","lastPublishTime":"2019-09-03T10:07:19.842-07:00","metrics":{"__typename":"MessageMetrics","views":153655},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:Content_Management/category:products-services/category:communities/community:gxcuf89792board:PowerAppFlow/message:369630/message:834907","replies":{"__typename":"MessageConnection","pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null},"edges":[{"__typename":"MessageEdge","cursor":"MjUuMXwyLjF8aXwzfDEzMjowfGludCw4MzQ5NjUsODM0OTY1","node":{"__ref":"ForumReplyMessage:message:834965"}}]},"customFields":[],"attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}}},"ModerationData:moderation_data:834965":{"__typename":"ModerationData","id":"moderation_data:834965","status":"APPROVED","rejectReason":null,"isReportedAbuse":false,"rejectUser":null,"rejectTime":null,"rejectActorType":null},"ForumReplyMessage:message:834965":{"__typename":"ForumReplyMessage","uid":834965,"id":"message:834965","revisionNum":1,"author":{"__ref":"User:user:203597"},"readOnly":false,"repliesCount":3,"depth":6,"hasGivenKudo":false,"subscribed":false,"board":{"__ref":"Forum:board:PowerAppFlow"},"parent":{"__ref":"ForumReplyMessage:message:834907"},"conversation":{"__ref":"Conversation:conversation:369630"},"subject":"Re: Send a Mail When a Field in a SharePoint List has a value of Yes","moderationData":{"__ref":"ModerationData:moderation_data:834965"},"body":"
kevinmckeown8 Thanks Kevin (and thanks for providing the answers on this post in the first place). Now that I have these additional columns, purely used for the Flow to work, then my next task is figuring out how to hide them from view (...but that's another story for another day, another pertinent forum post I need to find).
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Dave Palmer If you go into the List Settings, you can go down to Views, select the view to modify, then select which columns are shown in that view.
Additionally, if you want to keep columns from showing in New/Edit Forms, then you need to:
Go to List Settings
Go to Advanced Settings
Set \"Allow management of content types?\" to Yes. Click OK.
On the List Settings page you should now see a \"Content Types\" section. Click the \"Item\" content type.
Click one of the columns you want to hide from forms.
Change the column setting to \"Hidden (will not appear in forms)\". Click OK.
Do this for all columns that you want hidden from forms.
Once done, go back to Advanced Settings and set the \"Allow management of content types?\" back to No.
If you leave content type management on, then your forms will always show a \"Content Type\" dropdown at the top of the form.
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