Answered

Flow sending repeated emails each time item is updated

(0) Share

Report

Posted on by zombeez

Greetings all,

I'm trying to build a flow that will send the creator of the item a notification email once a transfer has been completed. The flow is designed to run once the "transfer complete" states Yes.

The problem is there are several fields after this column that require updating after the transfer has been completed. So now the flow setup is repeating itself every time the item is modified resulting in repeated emails.

Example Scenario:

1) Item has been created - No email sent (Expected)

2) Item has been updated with Condition 1 as True - Condition 1 triggered and email sent (Expected)

3) Item modified with new column entries and since Condition 1 is also true, email is sent for condition 1 again (Not expected)

This is what I have set up, but not sure what to use to tell it to stop after sending it out once.

I'm not sure how to easily fix this, any help would be much appreciated.

All responses (4)

Answers (1)

zombeez 24 on at

Like (0)

Report

Re: Flow sending repeated emails each time item is updated

I found your solution to be the quickest and easiest fix for my scenario, thank you for the suggestion!
zombeez 24 on at

Like (1)

Report

Re: Flow sending repeated emails each time item is updated

Thank you for the solution options, appreciate your time!
Verified answer

jdoss 458 on at

Like (1)

Report

Re: Flow sending repeated emails each time item is updated

One easy way around this is to make another column in sharepoint that is a true/false or yes/no value. You can call it MessageSent, and update it when an email is sent, then you can also check with that so that you are checking Transfer... == yes and MessageSent == no. If you'll need to send multiple emails you could call the column NeedsMessage or something like that.
David_MA 11,744 Super User 2025 Season 1 on at

Like (1)

Report
Re: Flow sending repeated emails each time item is updated

You will need to add a trigger condition to your flow. There are a number of ways that people handle this:

You could configure a trigger where the modified date/time is less than the current time minus a certain amount.

The last modified by user is not the owner of the workflow. If you work on the list as well, then this will not work for you.

This is the approach I use most often. I create a yes/no field in the list for each of the e-mail notifications the workflow needs to send out with a default value of No. When the flow runs, it updates the value to yes. I like this method because it provides an easy way to report on what messages have been sent, and it makes it easy to see that the flow is working.

This is an example of the trigger condition:

The above only runs when the Status is equal to Request Cancelled and Message10 has not already been sent.

You can use an Update item action to update the field, but I prefer to use an HTTP POST request since you can set it up for just update the one field and makes it easier if the list has a lot of required fields.