Run flow only on modified SharePoint item

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Posted on by AlbertoSP

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Hi,

I'm starting to convert some (the simplest) InfoPath forms and SPD flows to PowerApps and Flow.

In SPD when an item is modified, the workflow runs only on that item and not on all the items in the list.

Which flow choice should I use or what method is used to run the flow only when the specific item is modified?

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v-bacao-msft Microsoft Employee on at

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Hi @AlbertoSP,

If I understand it, it seems that you want to monitor whether a specified item has changed.

You could use When an item is created or modified as the trigger, and then use Condition to determine whether the changed item is the specified one.

You could use the Item ID as the basis for the judgment. The ID is a field with a unique value in the list.

Expression:

@and(equals(triggerBody()?['ID'], 2),not(equals(triggerBody()?['Created'], triggerBody()?['Modified'])))

Please take a try.

Best Regards,

Barry
AlbertoSP 118 on at

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That's not specific enough of a trigger. I have a list with hundreds of items and there could be many actions taken by many users every day. What I'm looking for is a trigger or a workflow that would start only if the item that is being modified.
If I'm to have tens of thousands of items (as some of my lists do), if would crush searching for those items.
v-bacao-msft Microsoft Employee on at

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Hi @AlbertoSP,

Currently, Flow does not exist a trigger that would start only if the item that is being modified.

I am afraid that your needs cannot be achieved currently.

If you want to the feature that you mentioned to be supported in Microsoft Flow, you could vote for the similar idea in the forum below:

https://powerusers.microsoft.com/t5/Flow-Ideas/Setting-a-When-an-item-is-modified-trigger/idi-p/164323

Also you could post your idea in the Flow Ideas forum, so it might be considered for future releases.

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

Best Regards,

Barry
AlbertoSP 118 on at

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The work around triggering workflows only when an item is modified is 1. To use " When an existing item is modified" SharePoint workflow 2. In my Power Apps I set a field called StartWF to Yes on Start 3. In the workflow when I update the field I set the StartWF to No 4. The first action of the workflow is to check the value of StartWF. If Equal No, then terminate. As a result the workflow will run twice an will end without causing any issues. Not ideal but it works.
Mike2500 1,247 Super User 2024 Season 1 on at

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I think there's some confusion here. The trigger mentioned in other answers will only run for the item that was created/modified, and will not run for all items on the list. So if there are 1000 items, and you add one more, the flow will run just for that one item. If you add 1000 items, then yes, the flow will run for all 1000 items (though, using the condition provided, the flow could then immiately exit for those items, since they were created and not modified).
AlbertoSP 118 on at

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Yes and No 🙂 If the workflow updates any field value (title for example), the Newly Created Item will be treated as Modified and the the rest of the action in the workflow will act on. If you don't have any condition to terminate it, the workflow will run on that item in an infinite loop.