Flows for Sharepoint list

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Posted on by BH-04061043-0

Hello,

I'm trying to create some flows to carry out the following tasks:

1) Locking of a row on a SharePoint list once status has been changed to completed.

2) Unique ID number on the creation of each entry. I'm wanting to use: CR-2025-**

3) When a row has a staff member assigned it e-mails that particular person.

Thanks,

Ben

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David_MA 12,966 Super User 2025 Season 2 on at

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You can do this:

For making an item read only, you can do what is shown here: Manage list item and file permissions with Power Automate | Microsoft Learn. Note, this will not impact people who have owner permissions; they will still have full control.

You would create a flow that runs when the item is modified an add a trigger condition, so it only runs if the status is completed. This is a decent resource for learning about trigger conditions: Power Automate Trigger Conditions.

For the ID number, every SharePoint list and document library already has a built-in unique ID field, it is called ID. I would use that.

For e-mailing the person when it has been assigned, do this:

Create a flow that triggers when the item has been modified. If the person can be assigned when the item is created, use the trigger when an item is created or modified.

Add a trigger condition so that the flow only runs if this field is not empty.

The use the Get changes for an item or file action to check if the field has been revised since the last submit. You can learn how to set this up at Power Automate Tips: Detect Modified Columns and Retrieve Old Values in Sharepoint | by Beril | Medium.

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BH-04061043-0 4 on at

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Hello David,

I've setup the flow to pickup the completed status from the relevant column. I'm trying to setup the true trigger to update the row to read only.

Can you assist further with this please?

Thanks

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David_MA 12,966 Super User 2025 Season 2 on at

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@BH-04061043-0 what does "setup the true trigger" mean? Have you looked at the reference I provided to stop sharing an item? If so, what issue are you encountering. It is a rather straightforward action:

First you use the Stop sharing an item or a file action to remove access.

Then you use the Grant access to an item or a folder and give them read/view access.

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