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convertusRyan
Helper I
Helper I

Let Requester/User Know Who is Assigned to Their Task

Hello to all,

 

I have set up an IT ticketing system that is set to send the user an email that their request has been received.  Now that that part of the flow is functioning, I would like to send the user another email once their ticket has been assigned to someone, letting them know who is working on their request.  I have a column in my List called "Assigned To" that I will populate with whomever is available for said task.  What is the best way to go about this?

2 REPLIES 2
Caspar_Rubin
Solution Sage
Solution Sage

Hey

 

I think in these cases an additional Column to track the Notifications would make sense. This way, you also make sure you're flow does not go into a loop and sends x-hundred emails 😉

For Example, add a column Called "Notification" or something similar as a Choice Column with "Off", "Send Now!" and "Notification has been sent!" (or something similar, i think you understand what i mean...)

 

Caspar_Rubin_0-1694977646336.png

 

So your List looks like this:

Caspar_Rubin_1-1694977703888.png

 

 

Now for the flow, simply use a "When an item is created or modified" trigger:

Caspar_Rubin_2-1694977766394.png

 

Go to the trigger Settings: 

Caspar_Rubin_4-1694977805229.png

 

Under "Trigger Conditions" at the bottom, click on "+ Add" and in the new Field that appears, enter the following:

 

@equals(triggerOutputs()?['body/Notification/Value'], 'Send Now!')

 

Caspar_Rubin_5-1694977941457.png

This makes sure, the flow will only run if you set the value to "Send Now!". This way, the Notification Column in your SharePoint List basically works as a "Button" / "Trigger". So you decide, when you want to send the E-Mail...

Then you can easily complete the flow by adding the E-Mail action, set the "To" field to the Assign To SharePoint Column, add you Subject & Body. And after the E-Mail, add an Update item action to update the SharePoint List Item "Notification" column to "Notification has been sent!" or whatever... this way it will not trigger on changes on the list item again until someone changes the Notification Value to "Send Now!"...

 

Caspar_Rubin_7-1694978474236.png



Cheers

 

 

Hi Caspar_Rubin,

 

Thanks for your solution.  I'm trying to keep it a little more simple.  How I currently have it setup half works.  A user submits a ticket and then they get an email saying their request has been received.  So far, so good.

 

Then, I have an 'Assigned To' column on my table.  Once I receive an email stating that there has been a request submitted, I will go into the table and assign the task to one of two technicians.  When the 'Assigned To' field is populated by me, I want it to trigger an email to the user that 'X' has been assigned their task and it is now in progress.  This trigger also changes the status of the task from 'New' to 'In Progress'.

 

See screenshots for clarity.  I am new to Power Automate so I am trying to keep it simple as I have seen some overly complicated solutions.  

 

convertusRyan_0-1695298584205.png

convertusRyan_1-1695298657036.png

 

 

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