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Sends alert/email of content of Sharepoint List item to one person in a list depending on dataset captured on a particular column

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Posted on by tmub

Hi everyone!

I have a SharePoint list that has a column: [Site]. Each [Site] has a Site manager and what I have done is to use the alert feature of SharePoint list to send the details of all new item to every site manager.

What I like to do is to filter the data on the Column: [Site] to specify who get what email.

As advised, I have another SPO list. However, I still can figure out how to write the flow.

Thank you for your help

SPO List 1: When new Item is added
ID	Title	Site
1	AA01	A
2	AB02	B
3	AA04	A
4	CA04	C
5	DB03	A
6	AA05	E

Send email according to below:

SPO List 2

Site	Name	Email
A	Alpha	alpha@email.com
A	Charlie	charlie@email.com
B	Alpha	alpha@email.com
B	delta	delta@email.com
C	Alpha	alpha@email.com
C	Echo	echo@email.com
D	Alpha	alpha@email.com
D	Foxtrot	foxtrot@email.com

Categories:

Power Automate Desktop

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miketran13 720 on at

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Hello,

Why don't you create another SharePoint list which is storing your Site info column and Site manager? then you can just get the data from this list and send the alert to this manager only.

Basically, If I will do this, I will have these steps:

Create a new Flow on Power Automate that will be triggered when a new item is added.
Add an an action for getting item for Site Manager based on the value of Site Column.
Then add an action for sending alert to the Site Manager from the above step.

That is my thoughts.

Thanks and hope it can help you.
Mike
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tmub 24 on at

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Thanks for the insight. Always knew I would have to load a list for this but it has not occur to me that it should be another SharePoint list . . . until now. 😊
The next step now will be to find out what the actual flow will look like

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miketran13 720 on at

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Good to hear that. There are many ways you can do that not only just loading from a list, but you can also load from an excel file or even you can hard code the list inside your flow (not recommend this way:) )

Thanks and hope it can help you.
Mike
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tmub 24 on at

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. . . Hard coding into the flow was my initial strategy, until you advised SP. Thanks for recommending against it.

PS: Am I the only one yet to shake away the feeling of "On Prem" whenever I hear Excel? I really dont like mixing Excel with cloud, even if the Excel file is in the cloud. 😊

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