How to send a notification to different people once they create a work item in a list with diferent discipline each.

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Posted on by CarlesMartin

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Hi guys!

I have asked a question in the Community asking about SharePoint and an automation, I leave the link here if you want to see what they told me: Why with the automate Sharepoint only send an email when changed and - Microsoft Community.

But I will ask here the same thing: I want a notification when someone creates a new work item but depending which is his discipline, SharEpoint will send the notification one or another. They replied in the Community that with SharePoint only couldn't be possible and better come and ask here.
The problem was that they only send a notification once I change one progress to another one, not if the progress starts as the other one (example in the end). We have to work with thousands of work items and cant afford to make this in 2 steps.

I will explain an example with an image that I attached to this message.

As I said before, they only send me a notification once they change the "Not started" to "Firmed" but not if I created as "Firmed" in the beginning. So that's is what I meant with 2 steps for this teammate: 1 for the creation of the item as "Not started" which doesn't send any notification and other step editing that to "Firmed" which sends it (would be necessary and vital for the "Firm pending"). We will be working with tons of work items and will need to be very automatized to save the most time possible for each one.

Other example, in case the column discipline is "STU" I will need to send a notification to a different person that if it's "ECP". That's why I think that those alerts wouldn't help me the way I needed.

If you could help me with this I will appreciate it!

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David_MA 14,090 Super User 2026 Season 1 on at

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I am not sure I understand what you need. Are you asking how to send a different message based on the Discipline field in your list item? If so, use the trigger When a new SharePoint item is created. Follow this with a switch based on the value of the Discipline field.

In the switch, create a condition for each discipline that requires a different message, and set the default to be the message that is common to all others that do not require a unique message.

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CarlesMartin 399 on at

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I think it is what you are saying. Like when I automate in SharePoint it only sends an email to the user when it changes from "not started" to "Firmed". So the thing is I want the email to be sent at the moment of creating the new item in the list with directly "Firmed" (saving one step).

I think your trigger will work, once I try it I will tell you if it's what I am asking for. I don't want a message in Teams, I want something like SharePoint offers but at the creation (because if you create it as"Firmed" it doesn't notify the person, just if it changes from "not started" to "Firmed"). I don't want a different message, just the same message or notification to the person that needs to sign/firm/work the document they attach.

I add an image of the flow you can make when you change the value of the SharePoint List. I will try tomorrow your trigger and see if it works.

Thanks David!!

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David_MA 14,090 Super User 2026 Season 1 on at

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So, you want the flow to run when it meets certain conditions based on data in the list, and you only want the notification to be sent once? If so, the approach is a bit different. You would create separate workflows for each of the conditions and use the trigger When an item is created or modified. You would add trigger conditions to the trigger action.

For example, I have a solution where the repair department wants notifications to go out based on the Status of the repair. One notification is triggered when the Status is Not Yet Assigned. This flow has the following trigger conditions:
Since the team only wants to receive this notification once, I have a true/false field (default value of false) that I use to control this. It is the second condition above. When the workflow meets the condition and runs, it updates the NYAN field to true/yes so it will not trigger a second time.

My solution gets a bit more complicated, but this is where logic is used to determine the team that needs to be notified. And this varies depending on whether the request is urgent or normal.
In the above, if the Priority value is normal, it goes down the Yes side, otherwise it is urgent and goes down the No side. I then have additional conditions on each side that determines the product selected in the request, so it notifies the correct team. These conditions are nested until all possible product conditions are met until I get to the last product, which it then sends a default notification. The image below illustrates this logic:

For the above solution, there are 17 different statuses. Therefore, I have 17 workflows that can trigger.

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CarlesMartin 399 on at

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Exactly, I want the flow to run that way but just when it is created because when it's modified I could use the "SharePoint Automate" that I shared to you on the last post and wouldn't need to create the flow this way (more difficult).

So, I think I would try to create it the way you told me but using the trigger "When an item is created" only and then will add trigger conditions depending on the person that should receive the notification. I think that would work the way I want because as I said, will use the other type of automation in case of modified.

Exactly, I just one to get the notification once, for example, I create a work item in the list with discipline "PIPING" and progress "not started". So, when it is created the notification will be sent to the team or person in charge of "Piping" discipline (using the flow you told me before) and when "Piping" is done with his work and changes the progress to "Firm pending" I will use the SharePoint Automation to send the notification to the person in charge of the other team or person that will have to be working with this work item of the list.
Therefore would be interesting that once it's changed to "Firm pending" (the notification will be sent but the discipline wouldn't change automatically) the discipline changes to that group or person automatically. But that would be a different flow.

Do you think that will work? If it is, I will mark as solution the last post as solution.

Thank you so much David!!

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