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AT_AlanTse123
Helper III
Helper III

Send an email When an item in a SharePoint list is modified based on the value of an item changed

Hi all, i am trying to create power automate flow to send an email when an item in a Sharepoint list is modified based on item value changed. 

 

For example, i had the column in the SharePoint List called "Cable left". If the value of "Cable left" changed, it will send an email.  

 

I found that Microsoft provided the template for the captioned subject but how can i set the condition that if value of "Cable left" increase or decrease, it will send email?

 

Would anyone can help me?

 

AT_AlanTse123_0-1669713928710.png

 

 

Thank you very much.

 

Sorry for my poor english.

 

 

1 ACCEPTED SOLUTION

Accepted Solutions
Sundeep_Malik
Multi Super User
Multi Super User

@AT_AlanTse123 

 

Oh saw the mistake:

 

I just tried it on my end and it worked. You have directly written the expression. Do something like this:

 

Just paste the following directly in your uri:

_api/web/lists/getByTitle('CLPeS Cable Store')/items(@{triggerOutputs()?['body/ID']})/versions(@{outputs('Get_changes_for_an_item_or_a_file_(properties_only)')?['body/SinceVersionId']})

 

Sundeep_Malik_0-1669798853896.png

Hopefully it works this time.

 

View solution in original post

13 REPLIES 13
Sundeep_Malik
Multi Super User
Multi Super User

Hey @AT_AlanTse123 

 

Not sure how we can determine if the value increased or decreased. But by using the action called send http request to sharepoint you will be able to get the previous value. You already have the current value. So, by this you can automatically know if it increased or decreased. Or maybe send both values in the email.

 

Giving you a link how you can do the above:

 

https://www.sharepointsiren.com/2021/05/power-automate-sharepoint-get-column-changes/

https://www.youtube.com/watch?v=DT6BpixFbHY

Thank you very much for your information.

 

I tried and refer the link to create the flow and tested not work, it showed the error:

The length of the URL for this request exceeds the configured maxUrlLength value.

 

And it showed the error is on the third block ("Send an HTTP request to Sharepoint").

 

I don't know how to change Uri.

 

Would you please help me?

 

Thank you.

Below is the flow:

AT_AlanTse123_1-1669795418286.png

AT_AlanTse123_2-1669795448243.png

AT_AlanTse123_3-1669795493560.png

 

 

 

 

 

Sundeep_Malik
Multi Super User
Multi Super User

Hey @AT_AlanTse123 

 

Nice work till now. 

The place where you made a mistake is,

in the uri, in the versions, just pass the since version dynamic field dont pass the body.

Body contains everything of that item, but since version will only have the since version for that item.

 

Now it should work.

 

Just paste this in expressions after versions:

outputs(‘Get_changes_for_an_item_or_a_file_(properties_only)’)?[‘body/SinceVersionId’]

Thank you for your reply.

 

I try to refer your suggestion to update the uri and run again.

It showed the error:

Cannot find resource for the request version.

but i had enable versioning 

 

 

Sundeep_Malik
Multi Super User
Multi Super User

@AT_AlanTse123 

 

I edited my above comment to paste this expression after versions:

outputs(‘Get_changes_for_an_item_or_a_file_(properties_only)’)?[‘body/SinceVersionId’]

Did you do that? still getting error, if yes, send the ss of both the flow in edit mode and the error in run history.

I do that but still has error : bad request , below is the flow in edit mode:

AT_AlanTse123_1-1669798306138.png

AT_AlanTse123_3-1669798407664.png

Error message

AT_AlanTse123_0-1669941042516.png

 

AT_AlanTse123_1-1669941048551.png

 

 

 

 

Thank you very much.

Sundeep_Malik
Multi Super User
Multi Super User

@AT_AlanTse123 

 

Oh saw the mistake:

 

I just tried it on my end and it worked. You have directly written the expression. Do something like this:

 

Just paste the following directly in your uri:

_api/web/lists/getByTitle('CLPeS Cable Store')/items(@{triggerOutputs()?['body/ID']})/versions(@{outputs('Get_changes_for_an_item_or_a_file_(properties_only)')?['body/SinceVersionId']})

 

Sundeep_Malik_0-1669798853896.png

Hopefully it works this time.

 

Sundeep_Malik
Multi Super User
Multi Super User

@AT_AlanTse123 

 

But when I tried this, I noticed something. It will only give you a true or false value for the column changed. It will not tell you the previous value. 😞

So, you will not be able to determine it increased or decreased.

 

Edited:

It gave I was using it incorrectly. Haha.

It is worked, thank you very much for your help.

 

Ok, it is not be able to determine it increased or decreased 

That's the way it is

Sundeep_Malik
Multi Super User
Multi Super User

@AT_AlanTse123 

 

After this use Get item action. Then take the column for which the value has changed. Then just find the difference between them. Something like this:

 

Sundeep_Malik_0-1669799861880.png

 

 

Thank for your guide, but next step is send an http request to sharepoint or other?

I tested send an http request to sharepoint and follow previous method that cause error

Sundeep_Malik
Multi Super User
Multi Super User

Hey @AT_AlanTse123 

 

So, I tried it on my end. This is how my flow looks like:

Sundeep_Malik_0-1669800881772.png

 

Sundeep_Malik_1-1669800892620.png

 

In old value compose I used the following expression:

body('Send_an_HTTP_request_to_SharePoint')?['d/OData__x005f_x0043_x005f_1']
Above OData... is my column name, you should enter the cable left column or something. Or just send the screenshot of the body you are receiving from the send http action. I will tell you what to write in it.
Sundeep_Malik_2-1669801040791.png

 

In New Value I am getting the new value for the above column, you can get the value of cables left.

C1 is the column for me:

Sundeep_Malik_3-1669801088862.png

After this I am just taking out the difference of both the above, if it is negative then the value decreased if it is positive then the value decreased. 

Expression I have used:

sub(int(outputs('NewValue')),int(outputs('OldValue')))
I used int because my columns in SP list were single line of text, in your case if the column is a number no need to put it. 
Sundeep_Malik_4-1669801138593.png

 

 

 

My old value was 10, New value is 40. So, the difference came out 30. 

Sundeep_Malik_5-1669801402368.png

 

 

I know its a little complicated. If you want to try you can, otherwise just ignore. 😉

AT_AlanTse123
Helper III
Helper III

Thank you very much!!!

 

I follow your method, it is error on difference and old value, the error is:

Unable to process template language expressions in action 'Difference' inputs at line '0' and column '0': 'The template language function 'int' was invoked with a parameter that is not valid. The value cannot be converted to the target type.'.

 

Would you please tell how to change the old value?

 

Below screenshot for your reference:

Send an HTTP request to SharePoint

 

Raw inputs:

{
"host": {
"connectionReferenceName": "shared_sharepointonline",
"operationId": "HttpRequest"
},
"parameters": {
"dataset": "https://group.sharepoint.com/sites/CLPePowerApps",
"parameters/method": "GET",
"parameters/uri": "_api/web/lists/getByTitle('CLPeS Cable Store')/items(6)/versions(5120)"
}
}

Raw Outputs:
{
"statusCode": 200,
"headers": {
"Transfer-Encoding": "chunked",
"Vary": "Origin,Accept-Encoding",
"X-NetworkStatistics": "0,262656,0,0,226542,0,71447",
"X-SharePointHealthScore": "1",
"X-SP-SERVERSTATE": "ReadOnly=0",
"DATASERVICEVERSION": "3.0",
"SPClientServiceRequestDuration": "84",
"X-DataBoundary": "NONE",
"X-1DSCollectorUrl": "https://mobile.events.data.microsoft.com/OneCollector/1.0/",
"X-AriaCollectorURL": "https://browser.pipe.aria.microsoft.com/Collector/3.0/",
"SPRequestGuid": "c1f07da0-60ec-1000-e0f5-89fbf15185a5",
"request-id": "c1f07da0-60ec-1000-e0f5-89fbf15185a5",
"MS-CV": "oH3wwexgABDg9Yn78VGFpQ.0",
"Strict-Transport-Security": "max-age=31536000,max-age=31536000; includeSubDomains",
"X-FRAME-OPTIONS": "SAMEORIGIN,DENY",
"Content-Security-Policy": "frame-ancestors 'self' teams.microsoft.com *.teams.microsoft.com *.skype.com *.teams.microsoft.us local.teams.office.com *.powerapps.com *.yammer.com *.officeapps.live.com *.office.com *.stream.azure-test.net *.microsoftstream.com *.dynamics.com *.microsoft.com onedrive.live.com *.onedrive.live.com securebroker.sharepointonline.com;",
"MicrosoftSharePointTeamServices": "16.0.0.23109",
"X-Content-Type-Options": "nosniff,nosniff",
"X-MS-InvokeApp": "1; RequireReadOnly",
"x-ms-request-id": "c1f07da0-60ec-1000-e0f5-89fbf15185a5",
"Cache-Control": "no-store, max-age=0, private",
"P3P": "CP=\"ALL IND DSP COR ADM CONo CUR CUSo IVAo IVDo PSA PSD TAI TELo OUR SAMo CNT COM INT NAV ONL PHY PRE PUR UNI\"",
"Set-Cookie": "ARRAffinity=0102e146bf02da3054822d4acfdabff925d548924e264227d7e2dd7a4eef2676;Path=/;HttpOnly;Secure;Domain=sharepointonline-ea.azconn-ea.p.azurewebsites.net,ARRAffinitySameSite=0102e146bf02da3054822d4acfdabff925d548924e264227d7e2dd7a4eef2676;Path=/;HttpOnly;SameSite=None;Secure;Domain=sharepointonline-ea.azconn-ea.p.azurewebsites.net",
"X-AspNet-Version": "4.0.30319",
"X-Powered-By": "ASP.NET",
"Timing-Allow-Origin": "*",
"x-ms-apihub-cached-response": "true",
"x-ms-apihub-obo": "false",
"Date": "Thu, 01 Dec 2022 08:48:15 GMT",
"Content-Type": "application/json; odata=verbose; charset=utf-8",
"Expires": "Wed, 16 Nov 2022 08:48:15 GMT",
"Last-Modified": "Thu, 01 Dec 2022 08:48:15 GMT",
"Content-Length": "3617"
},
"body": {
"d": {
"__metadata": {
"id": "https://group.sharepoint.com/sites/CLPePowerApps/_api/web/lists/getByTitle('CLPeS Cable Store')/items(6)/versions(5120)",
"uri": "https://group.sharepoint.com/sites/CLPePowerApps/_api/web/lists/getByTitle('CLPeS%20Cable%20Store')/items(6)/versions(5120)",
"type": "SP.ListItemVersion"
},
"CreatedBy": {
"__deferred": {
"uri": "https://group.sharepoint.com/sites/CLPePowerApps/_api/web/lists/getByTitle('CLPeS%20Cable%20Store')/items(6)/versions(5120)/CreatedBy"
}
},
"Fields": {
"__deferred": {
"uri": "https://group.sharepoint.com/sites/CLPePowerApps/_api/web/lists/getByTitle('CLPeS%20Cable%20Store')/items(6)/versions(5120)/Fields "
}
},
"FileVersion": {
"__deferred": {
"uri": "https://group.sharepoint.com/sites/CLPePowerApps/_api/web/lists/getByTitle('CLPeS%20Cable%20Store')/items(6)/versions(5120)/FileVersion"
}
},
"Created": "2022-12-01T08:44:08",
"IsCurrentVersion": false,
"VersionId": 5120,
"VersionLabel": "10.0",
"ID": 6,
"ContentTypeId": {
"__metadata": {
"type": "SP.ContentTypeId"
},
"StringValue": "0x010085C890E2282C1641A8DCBF3710673C80"
},
"Title": "145093KSE",
"Modified": "2022-12-01T08:44:08Z",
"Author": {
"__metadata": {
"type": "SP.FieldUserValue"
},
"LookupId": 9,
"LookupValue": "full name removed",
"Email": "email address removed"
},
"Editor": {
"__metadata": {
"type": "SP.FieldUserValue"
},
"LookupId": 9,
"LookupValue": "full name removed",
"Email": "email address removed"
},
"OData__x005f_HasCopyDestinations": null,
"OData__x005f_CopySource": null,
"owshiddenversion": 10,
"WorkflowVersion": 1,
"OData__x005f_UIVersion": 5120,
"OData__x005f_UIVersionString": "10.0",
"Attachments": false,
"OData__x005f_ModerationStatus": 0,
"OData__x005f_ModerationComments": null,
"InstanceID": null,
"Order": 600,
"GUID": "bf1e4a74-1695-420e-a2e9-b1b06837c4ee",
"WorkflowInstanceID": null,
"FileRef": "/sites/CLPePowerApps/Lists/CLPeS Cable Store/6_.000",
"FileDirRef": "/sites/CLPePowerApps/Lists/CLPeS Cable Store",
"Last_x005f_x0020_x005f_Modified": "2022-10-18T13:50:15Z",
"Created_x005f_x0020_x005f_Date": "2022-10-18T13:50:15Z",
"FSObjType": "0",
"SortBehavior": {
"__metadata": {
"type": "SP.FieldLookupValue"
},
"LookupId": 6,
"LookupValue": "0"
},
"UniqueId": "b7091bac-59e1-4212-b774-1df68dce6361",
"ParentUniqueId": "{32A6C314-3FAD-4A35-8FBB-032F5710E4BD}",
"SyncClientId": {
"__metadata": {
"type": "SP.FieldLookupValue"
},
"LookupId": 6,
"LookupValue": null
},
"ProgId": "",
"ScopeId": "{81A5F02B-68DE-4BA3-833F-5E99222D9446}",
"File_x005f_x0020_x005f_Type": null,
"MetaInfo": "",
"OData__x005f_Level": 1,
"OData__x005f_IsCurrentVersion": false,
"ItemChildCount": "0",
"FolderChildCount": "0",
"Restricted": "",
"OriginatorId": "",
"NoExecute": "0",
"ContentVersion": "0",
"OData__x005f_ComplianceFlags": "",
"OData__x005f_ComplianceTag": "",
"OData__x005f_ComplianceTagWrittenTime": "",
"OData__x005f_ComplianceTagUserId": "",
"AccessPolicy": "",
"OData__x005f_VirusStatus": "",
"OData__x005f_VirusVendorID": "",
"OData__x005f_VirusInfo": "",
"AppAuthor": null,
"AppEditor": null,
"SMTotalSize": {
"__metadata": {
"type": "SP.FieldLookupValue"
},
"LookupId": 2528,
"LookupValue": ""
},
"SMLastModifiedDate": "2022-12-01T08:47:45Z",
"SMTotalFileStreamSize": "0",
"SMTotalFileCount": {
"__metadata": {
"type": "SP.FieldLookupValue"
},
"LookupId": 0,
"LookupValue": ""
},
"ComplianceAssetId": null,
"field_x005f_1": "4600008487",
"field_x005f_2": "10018711",
"field_x005f_3": "HV - 120mm 3C AL XLPE",
"field_x005f_4": "KSE",
"field_x005f_5": "CLPE Tsing Yi",
"field_x005f_6": "400",
"field_x005f_7": "2902.5",
"field_x005f_8": "3278",
"field_x005f_9": null,
"field_x005f_10": "Full drum in Tsing Yi",
"field_x005f_11": null,
"field_x005f_12": null,
"field_x005f_13": null,
"field_x005f_14": null,
"Hold": null,
"FileLeafRef": "6_.000",
"OData__x005f_CommentFlags": "",
"OData__x005f_CommentCount": ""
}
}
}

 

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Welcome to TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   This Week's Tip: Private Messaging & Macros in Power Apps Community   Do you want to enhance your communication in the Community and streamline your interactions? One of the best ways to do this is to ensure you are using Private Messaging--and the ever-handy macros that are available to you as a Community member!   Our Knowledge Base article about private messaging and macros is the best place to find out more. Check it out today and discover some key tips and tricks when it comes to messages and macros:   Private Messaging: Learn how to enable private messages in your community profile and ensure you’re connected with other community membersMacros Explained: Discover the convenience of macros—prewritten text snippets that save time when posting in forums or sending private messagesCreating Macros: Follow simple steps to create your own macros for efficient communication within the Power Apps CommunityUsage Guide: Understand how to apply macros in posts and private messages, enhancing your interaction with the Community For detailed instructions and more information, visit the full page in your community today:Power Apps: Enabling Private Messaging & How to Use Macros (Power Apps)Power Automate: Enabling Private Messaging & How to Use Macros (Power Automate)  Copilot Studio: Enabling Private Messaging &How to Use Macros (Copilot Studio) Power Pages: Enabling Private Messaging & How to Use Macros (Power Pages)

Tuesday Tip: Subscriptions & Notifications

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: All About Subscriptions & Notifications We don't want you to a miss a thing in the Community! The best way to make sure you know what's going on in the News & Announcements, to blogs you follow, or forums and galleries you're interested in is to subscribe! These subscriptions ensure you receive automated messages about the most recent posts and replies. Even better, there are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.     You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.     Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.     Subscribing to a Label Find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label. This opens a window containing a list of posts with the label you have selected. Click Subscribe.     Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board. The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu.     From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.

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