Action trigger SharePoint if Item is created or modified, sends email only once if Status changed to Assigned

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Posted on by GLab

Hello,

Other baby steps project requiring your help.

Updated Scenario ver2:

SharePoint list with four columns
- TaskName; single line of text, required
- Status; Choice
  - Awaiting Assignment
  - Assigned
  - Completed
- AssigneeEmail, person or group, not required
- ProgressNotes, multiple lines of text, not required
- Versioning is turned on

Updated Requirements v2:

1. Sends an email to Assignee only once if a new SharePoint item (a Task) is created and:

1.a. AssigneeEmail column has the email address of the Assignee AND

1.b. Status column is set to Assigned

2. Do not send an email if a new SharePoint item (a Task) is created and:

2.a. AssigneeEmail column has the email address of the Assignee BUT

2.b. Status column is set to Awaiting Assignment or Completed (just in case selected by mistake for new item)

3. Do not send email to Assignee:

3.a If the Assignee has modified (or had modified multiple times) the ProgressNotes column, AND/OR

3.b. The TaskName was modified by someone or Assignee

4. Send an new email if a AssigneeEmail column was modified to a different email address AND

4.a. Status column is still set to Assigned

Any help will be greatly appreciated.

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Nived_Nambiar 18,029 Super User 2025 Season 2 on at

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Re: Action trigger SharePoint is Item is created or modified, sends email only once if Status changed to Assigned

Hi @GLab

so for other columns being modfiied- it should send email ?

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Nived N 🚀

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GLab 14 on at

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Re: Action trigger SharePoint is Item is created or modified, sends email only once if Status changed to Assigned

Thanks for asking. That is the part I forgot to add on the requirements.

Updated Requirements:
1. Sends an email to Assignee only once if a new SharePoint item (a Task) is created and:
1.a. AssigneeEmail column has the email address of the Assignee AND
1.b. Status column is set to Assigned
2. Do not send an email if a new SharePoint item (a Task) is created and:
2.a. AssigneeEmail column has the email address of the Assignee BUT
2.b. Status column is set to Awaiting Assignment or Completed (just in case selected by mistake for new item)
3. Do not send email to Assignee:
3.a If the Assignee has modified (or had modified multiple times) the ProgressNotes column, AND/OR
3.b. The TaskName was modified by someone or Assignee
4. Send an new email if a AssigneeEmail column was modified to a different email address AND
4.a. Status column is still set to Assigned

Lastly for correction, the AssigneeEmail column, person or group, not required.

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Nived_Nambiar 18,029 Super User 2025 Season 2 on at

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Re: Action trigger SharePoint is Item is created or modified, sends email only once if Status changed to Assigned

Did you meant AssigneeEmail column is simple text column ?

@GLab

Thanks & Regards,
Nived N 🚀

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YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

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GLab 14 on at

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Re: Action trigger SharePoint is Item is created or modified, sends email only once if Status changed to Assigned

AssigneeEmail column is person or group column

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Nived_Nambiar 18,029 Super User 2025 Season 2 on at

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Re: Action trigger SharePoint is Item is created or modified, sends email only once if Status changed to Assigned

Hi @GLab

sorry for late response, just have some doubts around the conditions

1. whetever updated requirements you have shared as next reply in this forum post- i could see they are exactly same as earlier, i did not find any difference

2. for this condition,

3. Do not send email to Assignee:

3.a If the Assignee has modified (or had modified multiple times) the ProgressNotes column, AND/OR

3.b. The TaskName was modified by someone or Assignee

why u have specified AND/Or here? did not understand that

3. Also, to whom we are mailing this- is it assigned to or someone different?

Thanks & Regards,
Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel
Blog: Nived Nambiar's Blogs

🔍 Found my answer helpful? Please consider marking it as the solution!
Your appreciation keeps me motivated. Thank you! 🙌

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