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How to pause/run a flow unless a list item is updated

Hi, I am relatively new to Power Automate/Flow. So, please bear with me.

 

I am trying to create a flow for my organization. Its training request form/flow. I need to put condition in the middle of the flow, where someone returns the form and requested for more info. Now I want to stop the flow, unless the submitter who submitted the form, goes and make changes to the item. If the item is updated/or changed, then the flow should continue to run.

How to put such a condition where a flow pauses unless the item is modified or run's after the item is modified.

Need your help and ideas please.

Thanks

Waheed Ali

4 REPLIES 4

Hi there, 

What kind of form are you using? A SharePoint item, a Microsoft Form (I'm guessing not that one, since another user is inputting), a PowerApp? 

I would recommend that instead of waiting for input on the SharePoint item, you send the user a task so they can fill out the data right there and send it back. But, of course, it really depends on your needs. 

I can help to understand and translate your requirements -- can you tell us more about the form? For example, how many fields will the user populate? Will they need to re-write things that have already been written? Will they need to use any lookup / dropdown data? That kind of thing will help.

 

Cheers,

 

Rhia

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Dear Rhia,

 

Thanks for the reply.

 

Its a SharePoint list and the native form when adding/editing a new item.

The requirement is we have to setup a learning request form on SharePoint. I am using a SharePoint list for the purpose. There are many fields/columns in the list/form e.g. staff name (person ), supervisor (person), HR section (Group) and many other training detail fields/columns. Now what we want from the flow is

1) Approval email/task sent to supervisor when a new item is created - This is done no issue

2) After supervisor's approval email/approval task should go to HR section (group). With 3x options (Approve, Need more info and Reject). If 5 HR members approve or reject, the case gets approved or rejected. This I have done through variable for approval/rejections count.

The problem arises when in this (apply to each) step one HR member selects 3rd option "need more info" and staff gets back an email to provide more detail. Now those more details can be from any column/fields (30x columns).

Now at this step when the submitter/staff gets email to provide more info. The workflow should stop/pause until he/she provides more details.

Another problem is what if the HR member sends it back for more info. Then what

Anyhow next step would be

3) If approvers count >5 then case approved by HR and goes to Operations head for final approval which is not an issue.

4) Important thing is I have to log (approvals, rejects, time etc.) all event in a column, which I am doing in a text column.

 

I tested the above scenario without any problem. The problem is arising when one HR member returns the item/form. So how the flow will know that the staff has provided the info. Right now I am trying with item version.

 

Thanks and sorry for writing too much.

Writing "too much" is a very good thing to do in here..! The more info we have, the easier it is to help.. 

So for your scenario, I would recommend having a way for your user to flag when they are done making their updates. I say this because, I can show you how to check a column and identify if the "Last Modified by" is the person it was sent to -- but, what if they aren't done with their changes? How will they let the user know they are ready to resubmit? 

I am guessing since this is a regular SharePoint form you don't have any way to add fancy buttons (ie, changing to a Power App), but you can always make another dropdown so the user can indicate "In Progress" "Changes Complete" or some such thing.

Is that a possibility? 

R

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Hi,

 

I think this is good idea of creating "In progress" "Changes Complete" fields/column. This can work but this means this has to be there from the very start of the flow, even when the item is created for the first time.

2ndly yes we intend to make is bit of fancy app with buttons and check boxes but can't we do that later. Or if that is the easier way out, please guide.

 

Thanks.

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