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Sending an email notification when a person is added or removed

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Posted on by Community Power Pla...

Hello, I'm trying to create a flow for task tracking that we do in Microsoft Lists.

There is a column called 'Assigned To' that allows you to select people within the team.

I would like the flow to trigger and email the person named in the column when:

A new item is created and a person is named in the column
A new item is created and multiple people are named in the column (they each receive their own separate email)
An item was previously created but the 'Assigned to' column is updated and has had an additional name/names added (each newly added person/people receive an email but the originally assigned person doesn't receive another email)
A person is removed from the 'Assigned to' column (different email template to the previous points)

This is what I have so far but I know I'm missing parts:

Thanks in advance for your assistance!

Categories:

Building flows

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smorph 211 on at

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Hey @Anonymous ,

the way to get all emails you need you after creating an item you already have.

The hard thing is now to find out how the status of that item was when it was created and how it's after the modification.

For that you would need to stroe all item information directly after you created them into an extra space and use this one for comparing the states of the items when needed. And of course you would need to update the item information in your extra space after you have run all your actions you wanted to do.

The extra space might be another sharepoint list or an excel file.

Wouldn't it be better to inform all people who is added to a sepcific item, so that they are aware of that fact?

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Community Power Pla... on at

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Thank you for your response!

In regards to:
@smorph wrote:
Wouldn't it be better to inform all people who is added to a sepcific item, so that they are aware of that fact?
Yes that's what I'm trying to do. I want each person to receive an email when they are assigned an item, whether they are the only assigned person or multiple people are assigned, and whether the item is new, or the item was previously created with one assigned person and a second/third/fourth person was later assigned. The only time I don't want the person to receive a notification is if they are the first person to be assigned an item, and then later on a second/third person are assigned to the item additionally, the first person doesn't need to receive another notification saying they've been assigned a task because they would have already previously received this notification.

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi @Anonymous

Logic you can use there when item is modified, then use sharepoint api to get previous version item details and then do a comparison with current assigned to column to send notification messages.

Refer this: https://powerusers.microsoft.com/t5/General-Power-Automate/View-previous-version-data-from-SharePoint-List-Item/td-p/1725087

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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Community Power Pla... on at

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Thank you for the link. In the linked response, it says to use youritemID, but wouldn't this then only work for the specified item? How would it work for all items?

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi @Anonymous

YourItemID means the id of item for which you are trying to get previous version data, so for getting data for all items for previous version, loop through each item and use itemid as attribute value for YourItemID 🙂

Hope it helps !

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
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