Can someone please help, i have posted this before with no answer. We have a sharepoint form that has "sign off"
for 6 departments. The departments are set up as check box, when ALL departments have signed off we then trigger an email. We have been unable to figure this out, is there a table to look or a view to see if all 6 have signed off. I was told to use a do until but that doesn't work. Please help if possible.
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Hi @spoye ,
Thank you for the reply.
Believe this is stored in a list in SharePoint.
You could trigger against list modified or created. Check all the checkboxes are set to true. Disadvantage is flow will trigger multiple times (minimum 8 times).
If you don't want the flow to trigger mulitple times then schedule your flow to trigger once or two times a day. Look for the list and check all the checkboxes are set to true or not. Here the disadvantage is email won't be going immediately after all the checkboxes are set due to flow is triggered on a particular schedule interval.
I am not sure about this. You could investigate whether you could dynamically show a field and set a particluar value. So in your case create a new field called "All Dept Ok" (Check box. Default as false). This field will be hidden in your form initially. When ever the form gets saved you need to check all check boxes are set then set this value to true. Trigger a flow against this new field when it is set to true. So to achieve this you need to customise your form to set some dynamics values.
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I have created a Flow that represents one solution to your issue. To simplify the Flow, I used yes/no columns for the department sign-off rather than a choice column. In addition, I added a column called Email Sent - that column gets set when the email is sent and is used to stop the Flow if subsequent changes are made to the list. Please let me know if this works for you.
The Flow runs when an item is created or changed. An email will be sent when all departments have set the yes/no column to yes.
So it will work with our set up which are check boxes, and remember once checked the next department to log in doesn't see it as checked so it is never saved, not sure how to do that.
and again thank you very much for any help
No - it will not work with your check boxes - they are an option column set to allow multi select. I used a series of yes/no columns because using the check boxes will greatly complicate the Flow.
Not sure if this is your issue but it is likely that it is....
You cannot simply enter true on the right side of the condition. You need to enter true in the expression window and click on OK.
Trying it now, still sending the email when one department signs off. Looking for it to only send when all departments sign off. I feel we are closer though, thanks for all your help for sure!
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