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GinaP88
Regular Visitor

Help with a Flow

Hi. I have a SharePoint list that is mainly populated by email sent to a shared IT support mailbox. We use this list as a ticket system. When the queue manager assigns a tech to the ticket (from a dropdown in a column in the SharePoint list), I would like to create a flow that automatically emails the person chosen that that ticket has been assigned to them. 

 

If I choose to create the flow based on when a new item is created, it doesn't work because the tech isn't assigned until after the email flows to the list. So, it's technically a modification. If I set it up this way, the selected tech gets an email every time they modify the item instead of just when they are assigned (which is annoying).

 

Is there a way to create a flow that sends an email only when a specific column value is selected, and/or that just sends an email once when the item is modified the first time? Thanks for any help!

 

7 REPLIES 7
Pstork1
Multi Super User
Multi Super User

The only way to send an email only on the first modification is to add something to the list that records when the email is sent.  Then you can set it up to only trigger when a specific column is modified and the email hasn't been sent using a trigger condition.



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Thank you for the response! I am new to all this, so would you mind explaining your suggestion a bit more? I understand what you're saying but not sure how exactly to do it. Thank you so much.

 

You need to add a field to your data source. Lets call it "Email Sent". Add a trigger condition to your flow that will only fire if the "Email Sent" column does not equal "Done".  Then add a step to your flow that is to have it set the Email Sent field to "Done".  Using a when an item is Modified trigger your flow will trigger when its first Modified. It will then send the email and set the column to "Done". If its modified again it won't trigger because the column is marked "Done".



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GinaP88
Regular Visitor

Thank you. The very last step - getting it to set the column to done after sending the email - add that as a step after Send Email, right? And what is that last step called? Is it SharePoint - Update item?

Correct on both counts.



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Thank you for hanging in there with me. It's not working, but I am sure I am missing something. I am uploading an image of the flow steps so you can see. Again, I want to accomplish 2 things with this flow and the issues I am having with each are listed.

  1. When (in this example) I am chosen as the Primary tech on a ticket, I get an email notifying me.
    1. Right now, the way I have this set up, I am getting every ticket that is modified even if I am not assigned
  2. I only want to get notified once, as several other fields will get updated through the ticket process.
    1. I can’t get the solution you suggested to work, but I likely have this set up incorrectly.

Thank you again for trying to help this lost, new user! I appreciate any thoughts you might have.

GinaP88
Regular Visitor

Anyone else have a moment to take a look at this above? 😊 Thanks so much!

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