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How to Send SharePoint Alerts for New or Reassigned Items

Olivia Miller Oct 23, 2026 868 views

Question details

The user needs to configure an automated workflow to send email notifications exclusively when a SharePoint item is assigned to a new person or reassigned, avoiding emails for every minor modification.

How to Send SharePoint Alerts for New or Reassigned Items

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Setting up task assignment notifications without flooding users' inboxes with alerts for unrelated item updates.
Observed behavior: Users want to accurately detect changes to the 'Assigned To' field to trigger instant emails, or to compile these assignments into scheduled summary emails.

Before you start

Ensure you have adequate permissions to create Power Automate flows for your SharePoint site, and verify that your target list or document library includes an 'Assigned To' person column.

Solution 1Recommended

Create a Flow Triggered by Assignment Changes

Set up a Power Automate flow that compares the previous and current 'Assigned To' values, sending an alert only when the assignee actually changes.

To avoid spamming users when other fields are modified, the flow must explicitly check if the 'Assigned To' column was altered during the update.

Create an automated cloud flow

Log into Power Automate, click 'Create' in the left menu, select 'Automated cloud flow', and choose the trigger 'When an item or a file is modified'.

Connect to your SharePoint site

Select your specific SharePoint Site Address and the List or Library name from the dropdown menus.

Retrieve previous item properties

Add a new action called 'Get changes for an item or a file (properties only)'. Pass the ID from the trigger to fetch the item's previous state.

Add a condition to check for reassignment

Add a 'Condition' action. Set it to check if the 'Has Column Changed: Assigned To' dynamic content is equal to 'true'.

Send the email notification

In the 'If yes' branch, add the 'Send an email (V2)' action. Insert the 'Assigned To Email' dynamic content in the 'To' field and customize your subject and body.

Create a Flow Triggered by Assignment Changes

Works for Lists and Libraries: This logic functions perfectly whether your SharePoint data is stored in a standard list or a document library.

Solution 2

Set Up a Scheduled Summary Email

Instead of individual alerts, configure a flow that runs daily or weekly to compile all new assignments into a single email.

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Frequently Asked Questions

Will this flow trigger an email if an item is reassigned to someone else later in the process?

Yes. By using the 'Get changes' action to compare the previous 'Assigned To' value with the new one, the flow specifically identifies reassignments and will send an email directly to the new assignee.

Does this Power Automate workflow work with a SharePoint library instead of a list?

Absolutely. The workflow logic applies identically to both SharePoint document libraries and lists, provided you have configured an 'Assigned To' column in the library's settings.

How can I prevent the flow from sending too many emails?

You can reduce email volume by using precise trigger conditions in Power Automate so the flow only runs when specific fields change. Alternatively, you can use a scheduled flow to compile a summary HTML table sent once a day.

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