Trying to create a flow to send an email when a file in sharepoint is modified

[kjseaton]

Hello Community,

I am trying to create a flow when a file in Sharepoint has been modified. If a a specific column has been modified with a specific value, I would like an email sent. I have been able to successfully create the flow and it will send an email when the column is modified. My flow is below

 Here is my scenario and my issue. When "column 1" is modified with approved, I would like an email sent. See screenshot

Notice the highlighted cells. When I go in to the file to modify those two cells with approved, the first three cells that have approved in it and has already received an email will get another one. Essentially, the receiver is getting the same email over and over because a different cell in that column is modified. I only want to send an email one time for each Response ID. My other issue is that if multiple rows share the same response ID, I only want to send one email for all the rows. For example, Response ID 2 is on two rows, when I modify the column to Approved, I would like to include multiple items and multiple quantities with a "," in between because that dynamic content exist on both rows for the ID. If it is just one row for the ID the below screenshot works.

Any assistance is greatly appreciated!!

-KJ

[sudharsan1985]

Hi @kjseaton 

• You can use the trigger Condition in the flow to execute only when a particular field is modified.
• You can also have a separate list with an email sent status and check the list whether the email has been sent or not before sending an actual email.
• You can create a new field in the same document library to store the status of the email sent and once the actual email is sent update the status of the field to sent or any other value and check that field before sending an actual email.

[Hardesh15]

@kjseaton 

Do you want to send single email to person who has approved multiple items?

Thanks

Hardesh

[kjseaton]

Yes. I want to send one email for multiple items that shares the same response ID. 

[kjseaton]

Hi Sudharsan,

Building flows is still very new to me. Can you give deeper details to your instructions below? Do you have an example of a built flow where what I need my flow to do works?

Thank you again for any assistance - KJ

[kjseaton]

Hi Hardesh,

Yes. Do you know how I can achieve this?

[Hardesh15]

@kjseaton 

Sorry for late reply...

Do you have any other unique column values in that sheet with respect to each line item?

Thanks

Hardesh

[kjseaton]

Hi Hardesh,

No worries. 

So essentially, I want to create a flow that will automate an email when someone modify the highlighted row "Review Comments". In the screenshot it's blank, but when it is modified with the word "Approved", I want one email to send for the "Response ID" 297 and include both lines of the "Allocation Request" and "Desired Total Units". 

The screenshot of the flow I have already built will send an email when the file is modify. However, my issues are 1) It sends the same email to a recipient whenever the sheet is modified. Meaning, if a line is modified with "Approved" an email is sent, then later on in the day the sheet is updated with a new row or some other update is done on the sheet, it will send an email to the recipients that have already received an email. How can I ensure only one email is sent according to the column "Review Comments" being updated for a specific row or "Response ID"? and 2) Some "Response ID"s will have 1 row, or 3 or 4 rows. What expression could I use to include only one row or include multiple rows with a separator (like a comma) if the "Response ID" has more than one row (like the example in the screenshot above)?

Thank you for any assistance you can provide - KJ

[GHMesina]

Hello,

What do you suggest if the issue is that the email is being sent in an infinte loop? Meaning the workflow IS sending the email, but it is being sent 125 times in one minute to the same recipient in an infinite loop.