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Power Platform Community / Forums / Power Automate / Email to previous case...
Power Automate
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Email to previous case owner when case status changed

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Posted on by 93

Hi all,

Stuck on how to create a flow whereby if a case is reopened or the case bpf is reactivated, then an email should be sent to the previous case owner notifying them the status of the case has changed with the changes displayed on record timeline? Any guide or suggestions to achieve this? Many thanks

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  • eliotcole Profile Picture
    4,363 Moderator on at

    Hi, @007Sol , we'll need to know a little more information about what the cases are, what program they're in, how it's related to this, and perhaps your initial attempt at any Power Automate flow making with some screenshots.

     

    You can obfuscate / blank out any data that is sensitive, just edit it all into your question, above, and it will help people get a bit more of an idea of how they can help, here.

     

    For example, if this is all based on a custom SharePoint list that you've made for these cases, and the case owners are in a People column, then retrieving their details, and sending them an email could be done in as little as a single step. 🙂

  • Sol007 Profile Picture
    93 on at

    Hi @eliotcole , sure not sure if I have used the correct triggers or table name? Though see some screenshots below. I am using dataverse. My thinking if the condition branch is right is to then use an Update to send email notification? Thanks for your further help

     

    InkedIMG_1467_LI_c.jpg

    Or

    IMG_1469.jpgIMG_1470.jpg

  • Sol007 Profile Picture
    93 on at

    @eliotcoleis this the right step? Upon looking again seems the trigger should be on email messages- then get a row id of the case?Any further guide in right direction is helpful.

  • eliotcole Profile Picture
    4,363 Moderator on at

    Up front, something that would be great to know is:

    Is this flow *purely* existing to notify the user?

     

    Also, thanks for this information. It might require another user's help, because I'm unfamiliar with the fields available, but what you'd be wanting to look at leveraging here are what the Case Status *was* and what it currently is.

     

    Based purely on what I know, then I have a really basic solution ...

    Basic Solution - Add A 'previousStatus' Column / Field

    So if I wanted to be particularly basic about it then I would:

    1. Add a 'previousStatus' column/field in the Dataverse to compare to
    2. Then either:
      • If the flow is purely for notifying - Don't trigger if 'Status' and 'previousStatus' both equal "Closed"
      • If it does more - Add a first step to check if it has changed, and if it has changed from "Closed" to any open status.

    That way you can either save a flow run if this is purely a notifier flow, or continue on to do whatever else that needs doing including any possible notifications.

    Optional - Boolean Variable

    If this flow is for other stuff, and you maybe need to know whether the status is re-opened for other parts of the flow, you could also create a 'reopenedVAR' Boolean Variable action, with a default "false" value. Then if it's been re-opened, you can switch that to "true" and take other paths later in the flow for other stuff.

     

    --------

    Potentially Complex Solution - Leverage Any Dataverse Versioning

    Alternatively, if (and I've not looked into this functionality) Dataverse offers versioning akin to what you can use on SharePoint lists (or with files in SharePoint libraries) then you can run logic to check the previous version's status, and if both this version and the previous are 'closed' then you've no need to either perform the action, or (if you're being super clever) trigger the flow.

  • eliotcole Profile Picture
    4,363 Moderator on at

    I see that you dropped me a like on this, @007Sol ... happy that it's at least bringing you that much joy.

     

    How's it going with this?

  • Sol007 Profile Picture
    93 on at

    @eliotcolethe like was a thanks to your guide! I think the solution am going for with this is classic workflow.

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