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Sending Email based on modified field

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Posted on by joshieboy

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I have a flow setup where I would like to send an email to a specific group of users if a record has been modified and a specific value entered in a field. So when forms are submitted, they are assigned to individuals for action. There are two fields on the form that should trigger the action.

1. Is submission an IIN - this is a Yes/No dropdown

2. Incident type Sub Category - this is also a dropdown and has multiple values

I want when a form is modified, if the Is Submission an IIN field equals Yes, and Incident type Sub Category equals "First Aid" or "Medical Treatment", then send an email to lets call it Group A users.

If however Is Submission an IIN field equals Yes, and anything else from the Incident type Sub Category field is selected, then send an email to lets call it Group B users.

Finally, if the Is Submission an IIN field equals No, send an email to the person who created the form. Once someone selects no, they will not advance to the Incident type sub category field so there is no need to include this piece. I created a separate flow for this one where its almost the same as the screenshot below - when an item or file is modified, if Is Submission an IIN equals No send an email to Created by. This seems to work but it also sends another email to the group A which I am not sure why as the groups trigger should be based on "Yes" and not No. I am thinking that all conditions can be satisfied with one flow but would really like some guidance on this. Thanks in advance.

Below is a screenshot of my attempt for the Yes (Medical Treatment or First Aid) piece.

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powercorner 477 on at

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Hello @joshieboy ,

your condition inside the flow does not fit to your described text:

I want when a form is modified, if the Is Submission an IIN field equals Yes, and Incident type Sub Category equals "First Aid" or "Medical Treatment", then send an email to lets call it Group A users.

So what you want is an (Submission = Yes AND Incident = First Aid) OR (Submission = Yes AND Incident = Medical Treatment)

but your condition in the flow says:
(Submission = Yes AND Incident = Medical Treatment AND (Submission = Yes OR Incident = First Aid) )
So the first aid is not really counting in your logical expression. your condition should look like this:

Tell me if this helped you.

With regards
Kevin

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joshieboy 519 on at

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Hi @powercorner - thanks for the feedback. I tried this and no matter which option I select, the workflow still sends the email to the same group. If I select First Aid or Medical Treatment or any other option from the dropdown, it goes to the same group. Although I had two different email groups. One for If Yes and one for If No. Below is my screenshot of what you suggested.

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powercorner 477 on at

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hey there,

what do you exactly mean? is this condition always true? Can you show me the runtime outputs? just to make sure. can you store the sharepoint data in 2 variables to have a clearness over the output?

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joshieboy 519 on at

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Hi @powercorner - Can I email the runtime file to you?
Also, there are several options on the dropdown - eg: Process Upset, Equipment Failure, LOPC, Property Damage, etc. inclusive of First Aid and Medical Treatment and several others. The workflow should send the email to a specific group only if First Aid or Medical Treatment is selected from the dropdown. If anything else is selected from the dropdown, it should go to another group of users.

Can you walk me through the two variables part. Thanks.

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powercorner 477 on at

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hey @joshieboy ,

all right. So with emailing a group you mean that the outcome of the condition is true or false. And when its true your send a mail to group A and when its false you send a mail to group B?

I would try to build a copy of your flow and SP list. give me a second.

With regards
Kevin

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powercorner 477 on at

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oh man @joshieboy

now I see your problem. You have to use true instead of Yes in the condition:
(sry its in german -> oder = or , und = and, ist gleich = equals )

you can find the info in the output of your sharepoint trigger:

With regards
Kevin

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joshieboy

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Hi @powercorner - your screenshot helps. See mine below. I am not sure why for Is Submission an IIN, I am not seeing a value in my raw input. Can you provide some guidance on this?

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This should go to gmail account","Is_x0020_submission_x0020_an_x00":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":0,"Value":"Yes"},"Is_x0020_submission_x0020_an_x00#Id":0,"Date_x0020_and_x0020_Time_x0020_":"2021-05-25T09:00:00Z","AmorPm":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":0,"Value":"AM"},"AmorPm#Id":0,"Modified":"2021-05-26T15:41:40Z","Editor":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedUser","Claims":"i:0#.f|membership|jgaskin@ngc.co.tt","DisplayName":"Joshua Gaskin","Email":"joshua.gaskin@ngc.co.tt","Picture":"https://ngc1.sharepoint.com/hse_security/iinportal/_layouts/15/UserPhoto.aspx?Size=L&AccountName=joshua.gaskin@ngc.co.tt","Department":"Information Technology Department","JobTitle":"Business Analyst"},"Editor#Claims":"i:0#.f|membership|jgaskin@ngc.co.tt","IINNumber":"IIN","{Identifier}":"Lists%252fInitial%2bIncident%2bNotification%252f100_.000","{IsFolder}":false,"{Thumbnail}":{"Large":null,"Medium":null,"Small":null},"{Link}":"https://ngc1.sharepoint.com/hse_security/iinportal/_layouts/15/listform.aspx?PageType=4&ListId=f335fc5d%2D4c16%2D47e6%2D81ba%2D52edc5e39ee3&ID=100&ContentTypeID=0x010074CD10EF2285B84C85B5791C9A6393C6009732AD8FC4D3E04E9293C778488500C6","{Name}":"","{FilenameWithExtension}":"","{Path}":"Lists/Initial Incident Notification/","{FullPath}":"Lists/Initial Incident Notification/100_.000","{ContentType}":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedContentType","Id":"0x010074CD10EF2285B84C85B5791C9A6393C6009732AD8FC4D3E04E9293C778488500C6","Name":"Item"},"{ContentType}#Id":"0x010074CD10EF2285B84C85B5791C9A6393C6009732AD8FC4D3E04E9293C778488500C6","{HasAttachments}":false,"{VersionNumber}":"2.0","{TriggerWindowStartToken}":"MTszO2YzMzVmYzVkLTRjMTYtNDdlNi04MWJhLTUyZWRjNWUzOWVlMzs2Mzc1NzY0MDQyMzIxMDAwMDA7NDA1MjM3Mzk5","{TriggerWindowEndToken}":"MTszO2YzMzVmYzVkLTRjMTYtNDdlNi04MWJhLTUyZWRjNWUzOWVlMzs2Mzc1NzY0MDUzMDc2NzAwMDA7NDA1MjM4MTcz"}}

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powercorner 477 on at

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Hey @joshieboy ,

this is how an choice field normally looks in SharePoint: "Is_x0020_submission_x0020_an_x00":{"@odata.type":"#Microso
ft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":0,"Value":"Yes"}
See here:

are you sure its not a choice field? In case if its possible just delete that "broken" column from your SP List and create a new one (Yes/No) with the same name.

Otherwise you can select the triggerOutput()['Is_x0020_submission_x0020_an_x00/Value'] in the condition.

This should help 4 sure!

With regards
Kevin

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