cancel
Showing results for 
Search instead for 
Did you mean: 
Reply

List SharePoint and send email using PowerAutomate

When create data on SharePoint List but input based on Department, there is an error flow PowerAutomate because using "Append to String Variable" is can't or empty.

 

This is my flow

Lucas_Ignatius_0-1624512924871.png

 

SharePoint List, input based on department and stages, 

Example :

stage 1 : input by marketing and send email to Supply Chain

Stage 2: input by Supply Chain and send email to Procurement

Stage 3 - Final : input by Procurement and send email to Creator 

Lucas_Ignatius_1-1624513052555.png

 

27 REPLIES 27
Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

Can you share a screenshot of your flow configuration and specifically how you configured the Append to string variable 2?



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 


I attached my screenshoot.

Thank you for helping me

 

Lucas_Ignatius_1-1624590976114.png

 

 

can anybody help my problem?

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

Your expression looks ok. Can you go to your failed flow run and have a look at the outputs of the trigger action?

 

Via the click to download you should be able the see the value of the AssignedToProcurement field e-mail property. Can you check if it is not empty over there?

 

clicktodownload_rawoutputs_again.png

 

 



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 

 

Yes, it will be blank or null because is filled by stages.

stage 1 : user created and input data in SharePoint and send email to user assign

stage 2: when user have received email notification from stage 1 , next he / she will be input again on SharePoint List. and next it will be send email again for stage 3

stage 3: user will be received email notification of what data input on user stage 2, user on stage 3 input data on SharePoint List and flow will be sent email notification to user creator in stage 1.

Can you please help me for my case?

Lucas_Ignatius_0-1625116942089.png

 

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

Yes, but you are using the value from the trigger action. At that point in time it is still empty because the item is just created and you will get this error. 

 

The design of your flow needs to be changed to support those updates to the item in other stages for it to work.

 

One approach would be to use a different trigger action at the start of your flow, the When an item is created or modified:

https://docs.microsoft.com/en-us/connectors/sharepointonline/#when-an-item-is-created-or-modified

 

This way when a person updates the item for stage 2 you can also capture it. You could for instance use a switch control to determine the stage and the related actions for that stage. I would also add a stage field to your list so it is easier to keep track of the stage and it is a field which you can use in the switch control.

 

Priyesh Wagh has written this nice blog post about using a switch control: https://d365demystified.com/2020/04/29/switch-case-in-a-flow-power-automate/

 

Drawback of this approach is that every stage of the process has its own flow run. If you don't want that you could have a look at a state machine pattern. There are a lot of examples out there about that. But be aware, that is a bit more configuration compared to the switch control approach 🙂



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


hi @Expiscornovus 

 

I also was tried that but problem when stage 3 input on SharePoint List because email notification will exact same with person on stage 2 input on SharePoint List.

After person on stage 3 input on SharePoint list will be send email notification to user creator

So, for your advice is must use switch control for my case? or do you have any solution for make it easy to me

 

Lucas_Ignatius_0-1625129739606.png

 

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

Only changing the trigger action won't work. My proposed approach was to use that trigger action in combination with a switch and a stage field in the SharePoint list. 

 

Below is an example of what I was talking about. 

 

stageswitch.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 

 

This my flow, but have a problem for switch value on, what expression if column assign person have value will run and choose stage 3?

Lucas_Ignatius_1-1625501403383.png

 

 

 

 

anyone can help my problem?

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

Apologies that my suggested approach wasn't clear. 

 

In that example I suggested to use a new column called Stage in your list. In my example I was using a single line of text where the default value is Stage1. 

 

stage_column.png

 

You can use that new field for the On field of the Switch action. I would also suggest to place the switch directly after the When an item is created or modified trigger action.

 

Within each case you can add the actions you want to execute per stage. And the end of each stage you can place an update item action to send it to the next stage. You can update the value of the Stage column to the new Stage, Stage2 for instance. 

 

updateitems.png

 

Hopefully this makes it a bit clearer?



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 

 

The stage you mean is choose by user or automatically can change from stage 1 and then next to stage 2 and next again to stage 3?

and how can be change from stage 1 to stage 2 in SharePoint? is automatic or manually by user to change stage?

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

The Stage column is just a helper column to track the correct stage value. The user doesn't have to update it manually in this proposed approach.

 

When a new item is created the value will automatically set to Stage1 because it is the default value of the column. And in the flow we are updating the value after the steps at the end of the case via the update item action from Stage1 are completed to Stage2.

 

Stage2.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 

I was tried, and is error when input in stage 1, and then when on stage 2 email always continuously send email.

Lucas_Ignatius_0-1625820630422.png

Edit-your-flow-Power-Automate 2.png

 

This email continuously send when user on stage 2 input SharePoint List

Lucas_Ignatius_1-1625820903164.png

 

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @Lucas_Ignatius,

 

After a quick look at your screenshot I noticed that the Stage field is empty in the second Update Item. I would expected that to be set to Stage3. If it keeps in Stage2 and you keep updating the item it will go vicious circle. You don't want that 😅

 

In addition to this approach it might be useful to add a trigger condition to the trigger action. To exclude update item events from the account running the flow (service account) and only trigger the flow when users update the list items.



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi @Expiscornovus 

 

Thank you for always support, but this have still problem at stage 2 where user input sharepoint email in Stage3 is send too,

Can you suggest a idea about this? because stage3 will be run if user stage3 (procurement) input in sharepoint

 

My flow

Lucas_Ignatius_0-1626062133143.png

 

Email receive in same time (stage2 and stage3)

Lucas_Ignatius_1-1626062182957.png

 

Ramiz
Resolver I
Resolver I

Hi @Lucas_Ignatius ,

When the Update Item is running, it's triggering the flow again. As @Expiscornovus mentioned, you need to add a trigger condition in the flow so that it doesn't run from the service account. 
Try adding this condition in your trigger condition.

@not(equals(triggerOutputs()?['body/Editor/Email'], 'sharepointadmin@abc.com'))

 

Change the email in this condition to the email that flow is using. 

 

Ramiz_1-1626071779829.png

 

Hi @Ramiz and @Expiscornovus 

 

I was tried and email change to be my email because I was created sharepoint and flow , but when I test flow is not running and email still not receipt even in stage 1.

 

And then I test again with another email is still problem at stage2, which Stage 2 input on sharepoint email in Stage3 is send too

 

Lucas_Ignatius_0-1626141768249.png

 

 

Lucas_Ignatius_0-1626105679859.png

 

 

Ramiz
Resolver I
Resolver I

Hi @Lucas_Ignatius ,

Please check whether you have any other flow that is sending the email.

You can check the run history of the flow as well after Stage 2 that how many times it is running. It should run only once.

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!This Week: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (5,796)