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SharePoint when an item is created or modified trigger does not run on all versions of an item in a list

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Posted on by MeganSP

I've notice in several of my flows when using the SharePoint when an item is created or modified trigger, it does not run on all versions of a list item. It seems to be when the item is edited more than once in a couple of minutes, the flow only runs on the latest version. How do I ensure the flow runs on all versions of a list item?

For instance, you can see this item was edited twice at 3:13 (version 4.0 and 5.0) -

Looking at the flow instances, it skipped version 4.0 -

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Using flows

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michael0808 304 on at

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This is normal behavior for this trigger. If PA detects multiple actions on a single item within a short period, it will merge the changes and execute once.

Edit: @MeganSP
Another way you can possibly avoid this behavior is to create a manual trigger button on your list.

1. Create an instant flow with a "For a selected item" sharepoint trigger.

3. Create a text column and leave it blank.

4. Open the column formatting settings

5. Switch to Advanced Mode

6. Enter the following JSON formatting to create a trigger button. (Change FLOW ID HERE to the ID of your flow)
{ "$schema": "https://developer.microsoft.com/json-schemas/sp/v2/column-formatting.schema.json", "elmType": "div", "children": [ { "elmType": "button", "txtContent": "Trigger Flow", "customRowAction": { "action": "executeFlow", "actionParams": "{\"id\":\"FLOW ID HERE\", \"headerText\":\"Trigger Flow\",\"runFlowButtonText\":\"Trigger Flow\"}" } } ] }

Finally, you have buttons. When you make changes, you can run the flow on demand for that particular item.

Hope this helps!
MeganSP on at

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It does not merge the changes. I downloaded the output for the trigger on the version 5.0 run and it shows the details from the changes from the 5.0 version only. I need to run certain actions on each version based upon fields changed and the person modifying the item. If it doesn't run on each version, then certain notifications and actions are missed all together. Is there any way around this?
michael0808 304 on at

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See my edited post, I modified it just as you replied 🙂
MeganSP on at

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Interesting approach... Is there any way to automate the push of the button (essentially the initiation of the flow) upon saving the updates to the item? When you press the button, you get an extra prompt to run the flow. Can you bypass the extra prompt?

I noticed in the new designer there is an option on the when an item is created or modified trigger, there is the option to choose settings on how often do you want to check for items. It defaults to 3 minutes. I tried changing it to a shorter interval, but it changes it back to the 3 minute default. If I could change this to 15 seconds, that would for the most part solve my problem.
michael0808 304 on at

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No, unfortunately you cannot bypass this behavior.

What you can do is make the modification of the list, and the running of the flow a singular step. You simply add inputs to the flows trigger in Step 1, which will appear on that side panel when the button is pressed.

Make the List Read Only, and give users Run Only access to the flow using your connector.

This will prevent the user from modifying the actual list as the flows inputs can be used to update the list.
Hope this helps.