Send email once when Item is Created, do not send another email when same Item is modified.

[DL-HIA]

I have a list that triggers when an item is created or modified in the list.

The second action it does is sends a specific group an email is an item is created.

This item will be modified several times.

The email triggers after each modification.

How do I stop it from sending the same email when the item is modified?

I have created a column in the list for EmailStatus - Yes/No - default No.

I then created an update that after sending email to - Yes

[Pstork1]

There is a SharePoint trigger for when an item is created, that doesn't fire when its modified.  Is there a reason you don't just switch to that trigger?

[v-liwei-msft]

Hi @DL-HIA 

You can use TriggerCondition to avoid triggering the flow multiple times.

@equals(triggerOutputs()?['body/Submitted/Value'], 'Yes')

Best Regards,

Levi

[DL-HIA]

Hi Pstork1,

Later in the flow it creates a bucket in a planner with the unique name of the item created.

After that there are 5 different Tasks on the list that they can assign to a person with a start date and completed date.

These tasks could be assigned any day or time after the list item is created.

If they assign two tasks on creation and then meet 3 days later and decide to assign a third task on the original item created, would the flow still work if it is a On Creation only trigger? I didn’t think it would, but I am a rookie still learning.

[DL-HIA]

Levi,

Thanks for the suggestion.

I already have a trigger condition set to stop the infinite loop problem, that trigger is:

@if(equals(triggerOutputs()?['body/Editor/Email'],null), true, not(equals(toLower(triggerOutputs()?['body/Editor/Email']),'name@domainname.com')))

I added the one you suggested below that trigger:

The flow saves fine but when I try to test it, I now receive this error:

...and the flow does not run at all.

[v-liwei-msft]

Hi @DL-HIA 

Could you please tell me what type of column is your EmailStatus?

Best Regards,

Levi

[DL-HIA]

Hi Levi,

It is a Yes/No Column with the default set to No and is not mandatory to be populated.

Regards,

Derek

[Pstork1]

Do the assignment of tasks in a separate flow with a modified trigger.

[Pstork1]

If you add a trigger condition to keep it from firing when the item is modified its essentially the same as switching out the trigger to only fire when you create the item.  

[DL-HIA]

Sorry, I do not understand what that means, can you explain in simpler terms?

[Pstork1]

I suggested above using a different trigger called When a file is Created.  Adding the trigger condition mentioned here simply turns the When a file is Created or Modified into the equivalent of the When a file is Created trigger.  Its completely unnecessary.

[DL-HIA]

So, keep the current flow for only "Created" items, updating the new list item with the unique ID, send the email that it has been created, create the bucket and any Tasks assigned at creation but then create a whole separate flow for the tasks and any sub-process with a When an item or file is modified automated trigger?

That sound, right?

Didn't think of that before, will try and let you know how it goes.

[Pstork1]

Yes, that is what I would do.  There really isn't a reliable way to tell the difference between an item being created and being modified except for the trigger.

[DL-HIA]

Hi Pstork1,

So far, your recommendation has worked but now I have hit a snag.

I created the new trigger for just Modification of the List to then go and create the Action Item (Planner Task) but it creates the Task in ALL the Buckets created in the Planner, not just the one Bucket it was supposed to go into.

Attempt 1 :

 

Error Message from Attempt 1:

 

Input from Attempt 1: Shows it is picking up the Bucket ID #

 

So, from evidence for Attempt 1, I tried Attempt 2 - List Buckets and then use the Bucket ID value:

 

Like I stated before this now works but it places the Task in EVERY bucket in the Planner.

Thanks in advance for any help!

[Pstork1]

The bucket ID is a GUID that identifies one bucket.  You are doing a List Buckets which gets the IDs for all the buckets in the plan.  Then using an Apply to each loop on the buckets.  That is why its creating the task in every bucket.  You have to filter the list of Buckets to get the ID for the Bucket you want to add the task to.

[DL-HIA]

Sorry but I have never done that before, can you assist?

[Pstork1 · Accepted solution]

As I said, you need to get the ID of the Bucket you want to add the task to.  You can do that by looking at the URL of the bucket when you are in the Planner site or by filtering on the name of the bucket you want after you retrieve all the buckets using List Buckets.

[DL-HIA]

I have been able to filter to get the ID of the Bucket to assign the task to and it works well but it is now doing another odd function.

There are 5 "Action Items" per listing.

Each Action Item will be a Task Assigned to the specific bucket.

When Action Item (A1) is filled out and saved it now creates A1 as a Task in the correct bucket and only that bucket.

If I populate Action Item 2 (A2) it creates A2 as a Task in the proper bucket but also re-creates A1 in the same bucket.

How to stop that and only create the one Task (A#1-5) in the one bucket?

[Pstork1]

That would depend on the logic of the flow.  It sounds like its set to create tasks whenever an item is modified.  You'll need to have it check to see if the task already exists before creating it to make sure it doesn't create duplicates when the item is modified.