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Work Request Flow using MS Forms

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Posted on by SENNuski

Hello,

I am trying to create an automated work request flow using a MS Form that the customer fills out. This then gets captured in a list. I get an email for the list then assign a technician and change a list column to "In Progress". I can get the "submitted" email to send out, but when I go to the list to change it from "submitted" to "in progress" and assign a technician nothing happens. I am not sure if it is that the drop down list is not a numerical value, or if I am using "do until" instead of "condition." Any help is welcomed!

SENNuski

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wskinnermctc 6,519 Moderator on at

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For that SharePoint field in the Wait Until are you using the dynamic content "Work Order Status" or the one that says "Work Order Status Value"?
If it is a Choice column you need to use the dynamic content that says "Value" with the field.

For example I have a choice column in my sharepoint list called "Forensic - Type"

In the dynamic content I have the option which just shows "Forensic - Type":

However I'd need to use the other available option "Forensic - Type Value":

I'm just guessing here since that would be the simplest issue, so let me know if this helps,

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SENNuski 10 on at

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@wskinnermctc

Thanks for the reply.

Yes I am using that one:

Then I am using a "delay" action so if it is not true, it will delay and then ask again. I don't know if that is redundant or not either. When I run the flow, I make a test form and then I go in and change the Status field in the list to "In Progress" and then the flow just does nothing. Even after my set delay time is up it just doesn't do anything.
Here is the "do until" count parameters and the "delay" parameters:

Thanks,

SENNuski

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wskinnermctc 6,519 Moderator on at

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Ohhh ok. You made a Do Until step and then renamed it "Wait until in Progress"? I was wondering what that was.

No that won't work. A Do Until is saying "I want the flow to keep doing this until something in the flow is different." Sometimes people refer to it as a loop.
Like if you had a variable called "Counter" that was set as the number 1. You could make a Do Until and put the "Counter" is equal to 15. Then the next step you could put an expression on the set variable add 1. So the loop would run 15 times adding 1 to the variable each time. It would stop when the variable finally equaled 15.

Example:
The Results showing Do Until loop 14:

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wskinnermctc 6,519 Moderator on at

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You're going to need to make a separate flow where the trigger is based on When and Item or File is Modified. Then put a Switch control based on the Work Order Status to do different things.

So this flow should end at SUBMITTED Email to Customer.

Then your new flow will work with any changes to the item.

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SENNuski 10 on at

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Ok since I have multiple steps (submitted then in progress then complete) how would I tell it to look at the list in the column Work Status for status step? Because the trigger "When an item is created or modified" is just the list. So should I do a condition after that for the value that I want? Because before when I did that since it wasn't changed it would fail and then say flow complete.
So should I make an automated flow for this Submitted email from the form. Then a separate flow for the item changed in the list? So it doesn't just read false when the condition is not satisfied?

I have no programing experience, so this is my first shot at a flow with a form and such.

SENNuski

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wskinnermctc 6,519 Moderator on at

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Yeah I understand, once you get the basics down it is a lot easier.

You're going to want something like this below for your Separate Secondary New Flow. (There are more complicated ways to check for changes in an item but this will get you started.)

This flow says:
When an Item is Modified in a SharePoint List - start the flow for this item
Switch - Check to column (I have "Forensic - Type Value") value for the item
If the item value is "In Progress" do things in Case path
If the item value is "Completed" do things in Case 2 path
If the item value is neither "In Progress" or "Completed" then do default path which is set to nothing
Do you think you can work with that?

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wskinnermctc 6,519 Moderator on at

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Yes you will need 2 separate flows:

First Flow: When Form Response Is Submitted > Create Item in SP List > Send Submitted Email

Separate New Flow: When an item or file is modified > Switch Control to check Work Status Value > Follow Case path depending on Word Status Value

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SENNuski 10 on at

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Ok yeah so instead of switch (because I didn't know how to use that) I did a parallel path with two conditions: one for in progress and one for completed. And then I tested it with a dummy work order, and it was able to send out the emails! So, since there is not a time limit on to when we get in there and take them for action, the other flows would time out. And I have it so it will only be looking at that column. So you can go in there and edit the person assigned or whatever else you want, but it won't send an email unless it is work order status that is changed.

So, when I make one of these for another department, I will for sure use switch instead. So there can be multiple paths that it goes down.

Thanks!

SENNuski

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wskinnermctc 6,519 Moderator on at

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Great! I like the Switch control more than a Condition because I think it looks cleaner. However, either one works and most examples you will find use a Condition.

To help make your flow not run for every item change you can try working with Trigger Conditions.
https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Power-Automate-Trigger-Conditions-made-EASY/ba-p/441348

https://www.spguides.com/power-automate-trigger-conditions/

Or you can use Get Changes for an item or a file on the Dynamic values of an item Trigger Window Start Token and Trigger Window End Token.
https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-actions-triggers#get-changes-for-an-item-or-a-file-properties-only

https://www.youtube.com/watch?v=AaWB3xlhJdc

Each has a different purpose, but it will help limit the flow doing something every time you change something with the item.

Your flow is good the way it is now, but as you make more flows to do different things you can try adding some of these features to help control it more.

Good Luck!

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