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How to get trigger a email notification sent to someone when a

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Posted on by Community Power Pla... Microsoft Employee

HI!

I have trying to wrap my head around this problem for sometime and I believe its because I might have some knowledge gaps with power automate.

I have created a list on a SharePoint site, with an "Assigned to" and "Waiting on" columns. The content type allowed to be filled into this columns as you might have guessed is a person/group in the organization.

Now! How do I create an automated process to send an email notification to the identifiable person/people whenever the admin assistant modifies those two columns (Assigned to & Waiting on) in the list.

Is there a step I missed???

Thanks.

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Rhiassuring 8,692 Moderator on at

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Hi there,

Do you only want this email to go out when the column is first populated, or changes? Because there are other changes that might happen to the item - if someone updates the file, if someone changes any other piece of metadata, this will fire.

You can use the "Get changes for an item or a file" action. Something like this:

⭐Step 1 - The Compose action takes the Version Number from the file that triggers the run and reduces it by 1 (so you need to ensure versioning is on, at major versioning.) It looks like this:
sub(int(outputs('Get_item')?['body/{VersionNumber}']),1)

⭐Step 2 - "Get changes for an item or file" - use the ID of the file that triggered, and the output from your Compose as the "Since".

⭐Step 3 - Use a condition for each of the columns you want to evaluate. In this example, the Condition says, "if - from the "Get Changes" action - "Has column changed: AssignedTo" is equal to "true" - then, go through the "Yes" branch."

⭐Step 4 - Create your email notification to the current Assigned To email from your initial trigger.

I think, based on what you're saying, this should do the trick!

Cheers,

Rhia

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Community Power Pla... Microsoft Employee on at

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Hello. I really appreciate your time/effort. I am pretty sure your steps would work, but I still have some bit of learning to do with the compose function. You are right - I would like the action to be triggered whenever the "Assigned to" metadata is changed/modified.

Most of the things I know are self taught and I am yet to understand what this means in your Step 1.
sub(int(outputs('Get_item')?['body/{VersionNumber}']),1)

In your step 2, I do not seem to understand what you mean by " ..... the output from your Compose as the "Since"" . As i said I am figuring out the world of power automate mainly by myself/ and through YouTube vides, could you please explain this to me. 😥

Thanks.

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Rhiassuring 8,692 Moderator on at

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Not a problem at all @Anonymous - I'm also self-taught and I remember what it was like to learn all this. (I also started on Nintex, which is like moving into manual driving when you are used to automatic...)

Alright, let's start here:

sub(int(outputs('Get_item')?['body/{VersionNumber}']),1)

The components here are the output (which is getting the VersionNumber - the whole string of "outputs('Get_item')?['body/{VersionNumber}']" is just how Power Automate has identified that, from our action called "Get Item", we have - somewhere in the body - a Version Number that we want to grab.

Then, we have "int". "Int" wraps around the output, because we are saying "we'd like to use this as an integer (number), rather than text." ... and that is because we want to do our next function, "Sub"! Subtract. Since we can't subtract "Word minus number", that's why we use "Int" - to change it a real number first. So now, we are subtracting 1 from the Version Number we've gotten from the data.

For step 2, in the action called "Get changes for an item or file (properties only)", it was to know how far back we'd like to get changes. Imagine if we had a file that had been created in 2017, and it is on version 48. We probably don't want to see changes from the last 5 years, nor the last 47 versions. So, the "Since" gives us a choice -- we can use version number ("please only show me changes since it was version 46"), or we can use a date ("please only show me changes since January 2022").

Our compose - the magic we did above with the subtraction - is just saying "we only want to see changes from ONE version ago."

Does that help?

Cheers,

Rhia

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