Power Platform – Power Automate – Run a flow on Edit Item – Getting recent updates of SharePoint list item

fig : Power Automate - Demonstrating trigger "When an item or a file is modified" and action "Get changes for an item or a file (properties only)"
Power Automate - Demonstrating trigger "When an item or a file is modified" and action "Get changes for an item or a file (properties only)"

Hi All,

Greetings for the day!!!

I learned something new in Power Automate and so this article.

Background / Use Case

  • We have SharePoint list having column “status” with possible values
    • New
    • In Progress
    • Completed
  • On every status change we need to send an email to respective teams
  • For status – New its very easy, on item creation we can send an email
  • For update on status column we need to send an email so looking for solution

Solution – SharePoint trigger – “When an item or a file is modified”

  • In Power Automate we have a trigger in “SharePoint” call “When an item or a file is modified
  • This trigger made lot easier to get the changes / updates when item or file is updated
fig : Power Automate - trigger - "When an item or a file is modified"
fig : Power Automate – trigger – “When an item or a file is modified”
  • We need to specify details
    • Site Address
    • List or Library Name
fig : Power Automate - details for an trigger "When an item or a file is modified"
fig : Power Automate – details for an trigger “When an item or a file is modified
  • Now, next thing is how to get updates
  • We have an SharePoint action “Get changes for an item or a file (properties only)
    • This action returns information about columns that have changed within a given time window
fig : Power Automate - action - "Get changes for an item or a file (properties only)"
fig : Power Automate – action – “Get changes for an item or a file (properties only)”

Note : This action requires versioning is enabled for list or library

  • Add the action “Get changes for an item or a file (properties only)
  • This action requires following details
    • Site Address
    • List or Library Name
    • Id – Id of the item for which we need to get the changes
    • Since – Possible values are
      • Trigger Window Start Token OR
      • an item version label OR
      • ISO 8601 date , for ex – YYYY-MM-DDhh:mmz
    • Until – Possible values are
      • Trigger Window End Token OR
      • an item version label OR
      • ISO 8601 date , for ex – YYYY-MM-DDhh:mmz
  • Trigger Window Start Token and Trigger Window End Token returns the changes since last update
fig : Power Automate - details for an action "Get changes for an item or a file (properties only)"
fig : Power Automate – details for an action “Get changes for an item or a file (properties only)
  • Based on “Since” and “Until” values, updates are returned
fig : Power Automate - details for an action "Get changes for an item or a file (properties only)"
fig : Power Automate – details for an action “Get changes for an item or a file (properties only)
  • The action outputs tokens such as Has Colum Changed:<Column name>” for every column
  • These tokens can be used to filter the column which we want to use in our flow
  • As shown in below fig, we are checking if item title is changed – “Has Column Changed: Title
fig : Power Automate - action "" outputs token - "Has Colum Changed:<Column name>"
fig : Power Automate – action “” outputs token – Has Colum Changed:<Column name>

Complete Demo

fig : Power Automate - Demonstrating trigger "When an item or a file is modified" and action "Get changes for an item or a file (properties only)"
fig : Power Automate – Demonstrating trigger “When an item or a file is modified” and action “Get changes for an item or a file (properties only)

Thanks for reading. If its worth at least reading once, kindly please like and share !!! SHARING IS CARING 🙂

Enjoy the beautiful life !!! Have a FUN !!! HAVE A SAFE LIFE !!! TAKE CARE 🙂

Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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