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knandez05
Helper III
Helper III

Duplicate Emails when item is modified in SharePoint List

Hello, I've seen quite a few similar issues with solutions but can't seem to relate to find the right solution to my issue. I have a MS Form that is filled out for Time Correction, Sick time or vacation requests. A SharePoint list is created, and an email sent to the office manager. The office manager will resolve the request and mark it Complete in the SharePoint list. That triggers an email to the requester advising them that their request is complete. Issue is that the completed email is duplicating multiple times. 

 

Below is my current setup. I have two flows:

1 - Form to SharePoint list; email to office manager

2 - Update to SP list when completed; email requester

 

Flow 1: Form to SharePoint list; email to office manager

request workflow 1.jpg

parse json.jpg

request workflow 2.jpg

Email generated from request and sent to office manager.request email.jpg

 

Link in email to office manager to SharePoint List. Once request is fulfilled, office manager marks Complete to Yes.

sp list form.jpg

 

Flow 2: Update to SP list when completed; email requester

complete email workflow.jpg

 

SharePoint list updated. Complete = Yes and Date Completed updated. 

sp list.jpg

 

Email trigger to requester when office manager marks item in SharePoint list complete. Completed email triggers multiple times.

email duplicate.jpg

16 REPLIES 16
knandez05
Helper III
Helper III

Seems like the first part of my flow was missed in my original post. This goes after 'Flow 1: Form to SharePoint list; email to office manager' before the JSON.

request workflow 1.jpg

This goes after the JSON.

request workflow 2.jpg

v-litu-msft
Community Support
Community Support

Hi @knandez05,

 

You could use Send HTTP request to SharePoint to get previous item's Complete column, if the previous one is No, and the current is yes, send a notification Email.

Get the previous version of item>> compare with the lasted version>>If the Complete column changed>>do the next steps.

There is a blog write by @ScottShearerCheck-for-a-Change-in-a-SharePoint-List-Column-Value.

Hope it will help you something.

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thank you for the direction @v-litu-msft. I have followed the instruction in the blog you sent and set my flow up accordingly and not getting any duplicates. However, now my SharePoint list is not updating the Completed Date field and the email is not triggering to the requester. Did I miss something? 

 

Here is the condition to compare the variable to my Complete field. Once the Complete field = Yes, the SP list should be updated to include the Complete Date and an email sent to the requester.

new flow.jpg

 

Flow ran successfully. Expression for the Condition = false. I assume this is why the update to the SP list and email did not trigger but why not?

condition false.jpg

Hi@v-litu-msft Have you had a chance to review my reply above? Any direction would be greatly appreciated. Did I not set it up correctly and that is why my Update Item and Send Email are not triggering? Thank you in advance.

v-litu-msft
Community Support
Community Support

Hi @knandez05,

 

Sorry for delay, I guess the Complete column in the SharePoint is Yes/No column, right?

If so, the value on the other side of Condition action should be a boolean value, true or false, for example:

Screenshot 2021-02-11 155554.jpg

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thanks for the response @v-litu-msft. It still did not work when I changed to true. The flow showed succeeded but still false and the completion date and email did not trigger when the Complete field is marked Yes. See below. 

 

Current flow setup:

flow 1.jpgflow2.jpgflow3.jpg

 

 

Here is how my flow executed:

flow executed 1.jpgflow executed 2.jpgflow executed 3.jpg

 

Condition still shows false after I updated it to True and the SP update and email did not trigger. 

flow executed 4.jpg

 

What else am I missing??

v-litu-msft
Community Support
Community Support

Hi @knandez05,

 

There is no value in the Item Compare variable, what's the value appended into the variable?

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

This is what I have set for variable Item Compare. Ideally, the Complete column in SP will be marked to Yes. This should trigger the update to the SP list and send the Complete email to the requester. How should the value expression read to trigger that action?

item compare.jpg

@v-litu-msft Should my expression read to trigger when the Complete field is marked to Yes?

Hi @knandez05,

 

The variable type should be set to boolean, not integer:

Screenshot 2021-02-22 151149.jpg

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

knandez05
Helper III
Helper III

Hi @v-litu-msft I changed to Boolean and when I ran a test I got the following error. Is my placement incorrect or do I need to add a Set Variable?

 

variable error.jpg

 

 

variable workflow.jpg

v-litu-msft
Community Support
Community Support

Hi @knandez05,

 

We should use bool() function convert the string to boolean:

Reference guide for functions in expressions - Azure Logic Apps | Microsoft Docs

For example:Screenshot 2021-02-23 163721.jpg

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Thank you @v-litu-msft I appreciate the information. I'm new to this so not exactly sure how it all works. I need help with the boolean expression for my flow. Once the item is updated on the SP list to Complete = Yes it should trigger the update to the SP list (Completion date) and approval email to the requester. 

 

How should my expression for the value in my initialize variable read to get this to happen?

 boolean expression.jpg

v-litu-msft
Community Support
Community Support

Hi @knandez05,

 

Sorry, maybe I missed the point, what's the column type of Complete?

Is it a choice or Yes/No column?

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

If it is a Yes/No column, you could get its value and append into the variable directly.

If it is a choice column, you should use the if() function to approach that:

if(equals(body('Parse_JSON')?['d']?['results'][1]['Complete'],'Yes'),true,false)

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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