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Share Attachments via email when you change Project Status column to Complete.

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Posted on by tinalamkey

I have created a flow that when an item is created or modified, it sends the attachments via email to our finance team. BUT I only want it to do that process when the project information in the entry is complete (or marked as complete) not EVERY TIME we modify the entry information. Does anyone know how to do this?

Current List:

Current Flow:

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Building flows

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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Hi

If you go into settings (...) on your trigger then add a trigger condition at the bottom of there
@equals(triggerBody()?['COLUMNNAME']?['Value'], 'Complete')

That should trigger only when your column is set to complete.

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tinalamkey 70 on at

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Thanks, Craig - Should the code look like this: @equals(triggerBody()?['PKO Status']?['Value'], 'Complete' - I just got an 'invalid expression' error....

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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Sorry need a closing bracket on that

@equals(triggerBody()?['Status']?['Value'], 'Complete')

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tinalamkey 70 on at

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Unfortunately, when I test it, it just spins for a long time and nothing is happening. It then times out.

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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Hi

Check your column name in SharePoint, it's likely to be PKOStatus without the space.

You can double check that by ordering your sharepoint like Z to A with that column and check in the browser for the name in the url after &sortField=

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tinalamkey 70 on at

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Ok! This is working - Column was named 'status' . FINAL question (I think). If a column is marked complete and I edit a different column, it is still sending off an email. Is there a way for it to send an email when JUST the Status column is changed, but when other columns are changed, it does not send an email?

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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Ah ok, so you're making changes after the status is amended.
You can add a condition to check for changes
Add the Get Changes for an item or file action as below
You should be able to select the start and end tokens, if not the expressions are here
triggerOutputs()?['body/{TriggerWindowStartToken}']
triggerOutputs()?['body/{TriggerWindowEndToken}']

In your condition you can select which fields you want to target, in your case 'status'

So your condition will be
Has column changed: Status
is equal to
true

Then add the rest of your flow inside the yes section.

When you change another field while the column is set to complete the flow will still trigger, but if it's any other field it should flow down the NO path.

Inside No I would add a Terminate action and set it to cancelled so I could see the runs that irrelevant more easily.

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tinalamkey 70 on at

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Starting to get it set-up. Under "yes" it's not allowing me to choose 'initialize variable' - only allowing Append to array variable and then not sure what to plug-in.

I am trying to do an Attachement Array.

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Craig Stewart ABZ 959 Super User 2024 Season 1 on at

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You need to initialise the variable at the top level before the condition. What is this variable?

You'd use append to variable if you were looking to add data to it.

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tinalamkey 70 on at

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I feel like I am really close! Something is occurring at the condition when I test it.

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