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How to Send an Email When a SharePoint List Status Changes
Question details
The user needs to automate email notifications to a specific contact whenever the status of an item in a SharePoint or Microsoft list is updated.
- Product
- SharePoint and Power Automate
- Device & OS
- not provided
- Scenario
- Automating task tracking and communication by sending an alert when a submitted request is marked as completed or changes status.
- Observed behavior
- The user needs guidance on configuring the correct triggers and conditions in Power Automate to achieve this automation.
Ensure you have the necessary permissions to edit the target SharePoint list and possess an active Microsoft 365 account with access to Power Automate.
Configure a Power Automate Flow for SharePoint Status Changes
Use Microsoft Power Automate to detect modifications in your SharePoint list and trigger an email condition when the status column updates.
Because SharePoint and Microsoft Lists are integrated into the Microsoft ecosystem, this automation requires creating a flow in Power Automate. You will need to use a modification trigger and a condition to check if the specific status criteria are met before sending the email.
Log in to Microsoft Power Automate, click on 'Create' in the left menu, and select 'Automated cloud flow'.
Name your flow and search for the trigger 'When an item or a file is modified'. Select the SharePoint version of this trigger and click 'Create'.
In the trigger settings, select your specific 'Site Address' and 'List Name' from the dropdown menus to connect your SharePoint list.
Click 'New step' and choose 'Condition'. Set the condition to check if the 'Status Value' (selected from dynamic content) is equal to your target status, such as 'Completed'.
Under the 'If yes' branch, add the 'Send an email (V2)' action. Fill in the 'To', 'Subject', and 'Body' fields, utilizing dynamic content to include specific details from the modified list item.
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Frequently Asked Questions
Can I send the email to a dynamic contact based on the list item?
Yes. In the 'Send an email (V2)' action within Power Automate, you can use dynamic content to insert an email address directly from a 'Contact' or 'Assigned To' column in your SharePoint list.
Why does my flow trigger when other columns are modified, not just the status?
The 'When an item or a file is modified' trigger fires whenever any data on the item changes. To isolate status changes, you need to use Trigger Conditions in the settings or add a 'Get changes for an item or a file (properties only)' action to verify that the 'Status' column specifically was altered.
Where can I get help if my flow fails to send the email?
If your flow fails or does not trigger correctly, check the run history in Power Automate for error codes. For persistent issues, the Microsoft Power Automate Community is the best resource to get assistance with trigger and condition configurations.
