Update two fields in sharepoint list when a value changes in another field

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Posted on by BrendanZ1

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Hi,

I am trying to build a flow that does the following:

In the field "Assigned to" (which is a person field), when I select someone and assign them a task, the flow then automatically updates the task status to Available, and also populates the field "Assigned to email", with the assigned persons email.

I have managed to get this to work, but the way I have done it means that everytime I update anything in the list, it triggers the flow....

flow new 1.png flow new 2.png flow new 3.png

So once someone has been assigned and the flow has updated the status and added the assigned to email, it will no longer trigger based on any other changes made to other fields in the list - only when the assigned to field is filled in or modified.

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Building flows

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efialttes 14,756 on at

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Hi!

From your description, it seems everytime flow evaluates the condition, the result is false, since... 'Update item' is on the false branch, right?

Cn you hover your mouse over the dynamic content output you assigned to the left term of your current condition, and share the screenshot so we can see its complete name? Seems you are comparing totally different structures (i.e. date vs email), and that's why condition is always false

Thanx!

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efialttes 14,756 on at

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Hi again!

Now let's discus a little bit about your goal:

"when I select someone and assign them a task, the flow then automatically updates the task status to Available"

IN my opinion, this means:

1.- If item is already created with an 'Assigned to', person, flow shall update tasks status to Available. FRom your current procedure experience, can this scenario happen?

2.- If item did not have 'Assigned to' person defined yet, and this value is added, this modification shall trigger your flow logic to update tasks status to Available. FRom your current procedure experience, can this scenario happen?

3.- If item already had 'Assigned to' person defined, and item is modified, this modification shall NOT trigger your flow logic to update tasks status to Available.

4.- If an itemalready had 'Assigned to' person defined, and current person is replaced by another, this modification shall? shall not? trigger your flow logic to update tasks status to Available. FRom your current procedure experience, can this scenario happen?

So depending on the answers, I would suggest to add a yes/no new column (let's called 'Available set') whose default value is No, and is updated to yes by your trigger + a conditional trigger, so whenever this column value is yes, flow logic is not executed, or... activate version history on your Sharepoint list and use 'HTTP request to Sharepoint' to get current item value and previous version also. First approach is much more simple, Second approach is more elegant but more complicated to implement

Hope this helps

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Michael Shen on at

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it looks like the condition is not set properly with your requirement.
You may also check the run history to check the input value.

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hi @BrendanZ1

In the condition, you should compare similar items. I guess it is just Modified in the right side which is a date time column. You can change to Assigned to Email in the left and Modified by Email in the right.

Hope this Helps!

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BrendanZ1 333 on at

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@efialttes thanks for taking the time to look through my issue in such detail. I have started a trial list rather than working on my actual list so I can see what is happening more accurately with the data as well. So in doing so, I have tried building the flow from scratch again and I have got to this point:

When and item is created or modified and AssignedTo is equal to null, then do nothing, else, update items (add assigned to email and change status to available).

This works perfectly, but if I modify any other fields (change status to active) in the list once someone is assigned to the task, it changes the status back to available. I realise this is because the flow is seeing that the assigned to is not null, and therefore completes the action.

As you mentioned, having a Yes/No validation should fix it, so I am just working out how this would be done. As far as the overall process goes hopefully this helps;

Someone puts in a job request via a powerapp.
The manager then reviews and approves jobs. At this point the AssignedTo is blank and job status is Schedule.
Then as a group, the staff help determine who to allocate the jobs to which is done through a powerapp.
When the job details are completed in the powerapp form and saved, this fills in the AssignedTo field.
Now the Flow is triggered and will update the AssignedTo email field and change the job status to available. (I need the Assigned to email field so that when the user signs in to their powerapp, they only see tasks allocated to them)
Once the Flow has updated these two fields, I need it to not trigger when other fields in these items are modified etc.
So as far as the scenarios you have listed below, I would love to achieve all of them, but happy to leave out the swapping of staff allocation for the moment if that is making it more complicated, as it is not something that should occur much if at all.

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efialttes 14,756 on at

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Hi!

Did you considered merging steps 4. and 5.?

It has pros and cons, obviously.

Merging means you do not need a 'flow triggered when item is updated' anymore, so current challenge wil be overcome. But, if from time to time you need a manual intervention on your SP list to assign tasks to teammates, you must remember to update Status column to 'available' also.

Hope this helps

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BrendanZ1 333 on at

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I have managed to get this working now by using a Yes/No column as @efialttes suggested.
So while the solution has been gained, I do have one last question;

My flows are seeming to be constantly triggered, even when items have not been created or updated. So is there a way to tell the flow to stop once it has achieved its set purpose?

Thanks for all the advice and help!

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efialttes 14,756 on at

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Hi!

I guess you implemented the evaluation logic after the trigger by means of a Condition action block, right?

So if your logic shall be executed only when the new 'Yes/No' column is set to Yes, you can probably move the condition evaluation to the trigger itself. This feature is called "Trigger Conditions", meaning flow will only start execution if condition is met.

Please have a look to the following screenshot, the trigger is a different one, but the concept is the same

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BrendanZ1 333 on at

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@efialttes Ok this sounds about right. I have my trigger as being when an item is created or modified, check if AssignedTo is null, if so, go to the next step, otherwise do nothing. The next step then checks if StatusChange is equal to true

So I would need to swap the order of these two conditions?
And then in the Trigger Condition, as per your example, would I write the following: @equals(triggerBody()?['StatusChange'],true)

I am still getting my head around the logic, but I don't think I have it quite right, because when I look at what I have, it should mean that anytime the StatusChange column is set to Yes/True, then it will fire the flow......so perhaps I do something similar to yours with a @endsWith ?

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BrendanZ1 333 on at

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@efialttes With a bit of googling, I have managed to make this work. I now have one more flow to change and I have my system working well thanks to your help!.

I have adopted this method for the other two flows that are part of this chain of updating the jobstatus.

Thanks again!!

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