Trigger (Start/Stop) a flow from sharepoint list

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Posted on by KrishR

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Hello Power Users,

I do have a requirement where people/end users should have the access to start/Stop a flow for a required item from Shareopint list whenever needed. Any suggestions on how can we achieve it?

Thanks in Advance!

Thank you,

Krrish

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eliotcole 4,343 Moderator on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

Create a SharePoint page for the list.

Create a well structured list view for the the list.

Place the list inside of the SharePoint page.

Create a Microsoft Form with one simple single option question in it (or none at all!).

Place the Form on the SharePoint page.

Create a flow which runs either whenever the form is submitted, or when that question is answered in the form.

Congratulations, @KrishR, you now have a 'mock' button on your list! Taddaa!

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If you need it to run for a given item on the list, then:

Create a yes/no choice column on the list, default to 'no'.

Ensure that it is not in the default view, and not in new item forms.

Create a list view with that in it, and point users to that view for management of this, or make a relevant SharePoint page.

Create a new or modified trigger flow on the list.

Put a trigger condition that this field must be set to 'YES' (true) for the flow to run.

As the last action (or as part of ANY modification of the item) of the flow, change the value back to 'NO' (false).

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ScottShearer 25,254 Most Valuable Professional on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

@KrishR

I agree with the suggestions made by @eliotcole but would like to ask what you mean by "start/stop a Flow"? Specifically what do you mean by stopping a Flow?

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KrishR 431 on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

Thank you @eliotcole and @ScottShearer .

@ScottShearer , I do have a requirement that user can update the record at anytime during the flow run. There is one field(People picker), to whom an email action is set up. If that is updated user needs to stop the current flow and restart to make sure the email is sent to the updated person.

Thank you,
Krrish

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ScottShearer 25,254 Most Valuable Professional on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

@KrishR

There is no way that a user can directly stop a running Flow.

Can you explain your process? If so, maybe someone or I can suggest alternatives.

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eliotcole 4,343 Moderator on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

There is no need for this, @KrishR, because any subsequent updates will override the previous ones ... you don't need to stop the flow.

If you want, you *could* add checks *within* the flow as to the state of the 'button' ... if it has been switched to off, then the flow should stop.

However a flow will generally run REALLY quickly (or should, if not, you need to optimise it), and therefore you really shouldn't either have a need for stopping the flow or have a chance to do so.

I'm sure that @ScottShearer would agree with the above.

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KrishR 431 on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

@ScottShearer ,

Thanks for the response. The requirement is user submits a form with a people picker and it would send an email(assign a task) to that person. If user realizes he/she is out of office they can edit the form updating new user. User then has to stop and start the workflow again so email will be sent to the new user.

Thank you,
Krrish

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ScottShearer 25,254 Most Valuable Professional on at

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Re: Trigger (Start/Stop) a flow from sharepoint list

@KrishR

I agree with the suggestions from @eliotcole but want to add some additional thoughts.

I would add an Office 365 Outlook Get Mailtips action to your Flow. You can check the automatic replies message to see if a given user has set "out of office" to on. If there is an out of office message, don't assign an action to that user. That will help prevent the issue that you are trying to solve.

You could also use the Power Automate "run after" settings and set a time out on an action or scope. If a user has not taken action within a specified time, you can escalate the request somehow.

Another option might be for you to re-write you Flow logic. Split it out so that you have a Flow that runs with a recurrence trigger that fires every day. The Flow will check the items in your list and take action as appropriate based on your requirements.

If you can provide a more detailed description of your process, I might be able to provide more specific guidance.

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