@@RezaDorrani Hi, is it possible to make changes in sharepoint list from power automate flow on behalf of some system user? in case when we trigger flow from Teams chatbot and we don't want to force user to connect from chat or we don't want to change connection reference each time when development team members changed if we use somebody account as connection reference
@@seatconnect224 I suggest always to start a new comment post as it makes it easier to manage threads. th-cam.com/video/ts-ggDAy7IQ/w-d-xo.htmlsi=JDlQdkcC7xxZgVnV
Again watched and built along. Kept rewinding to catch and understand various steps and expressions intimately. I've built up my skills greatly watching your videos. I did download the flows in the end to get the tracking bits but nothing replaces "learning by doing" when it comes to development. Thanks for all you do. Greatly appreciated.
Hi Reza, your video tutorials are a blessing. Step by Step, very well explained and easy to follow. I have learned so much and like many others as a newbie to Power Automate and easing daily tasks its a huge thank you for sharing your knowledge.
Yet another outstanding video. Thanks Reza. Your channel is an invaluable resource for me and I'm sure thousands of others. Thank you for explaining things so clearly and concisely.
i could n't get the filter array to work until i watched to edit in advanced mode and get put true in single quotes. i almost skipped it :) good work reza as always..
The best tip I ever came across for creating trigger conditions is to use the filter array action. Construct the filter (ignoring the array) switch to advanced mode and there you have exactly what you need to use as your trigger condition!
Your contents are a value addition to the power platform community, I really gained a lot of information watching all your videos and had learned quite a lot. Thank you for sharing and keep up the good work @Reza. I truly appreciate your effort on making these amazing learning videos. ❤❤👍👍👌👌
@@RezaDorrani , I tried with one of my sample list and it worked as expected but there is only one thing if we also keep track of Person or Group field or Date field, it also takes some more values from previous version like for Person field, it takes entire custom json and for Date field it also takes time field as well. For Person Field: Column "Updatedby" has updated from "{"__metadata":{"type":"SP.FieldUserValue"},"LookupId":3,"LookupValue":"PreVerUserName","Email":"PreVerUser@email address"}" to "ModifiedUserName" For Date field: Column "UpdatedDate" has updated from "2022-08-02T07:00:00Z" to "2022-08-03" Any thoughts on this?
Hello Reza, Thanks a ton for this great video. This topic is untouched and very limited material is available on the internet. The approach you took in this is very fantastic of moving to simple to advance. Thanks once again for the fantastic video which I was looking for very long time. Thanks for accepting the request too for making video on this topic. Akshay
Hi Reza, Thank you for putting so much effort in making this tutorial. It really helped me in automating one of my flows. I was able to build till like @28:14. However, Could you help me in getting full tutorial for the last part where you built to track changes for specific columns only and how to get out put for previous value vs current value? Thank you!
Hi Reza, some fantastic and extremely helpful videos. Really appreciate your guidance here! I note that the process involves quite a bit of knowledge about what expressions / codes to use where - how does a user get familiar with understanding and building these expressions directly (rather than blindly copying and pasting your presented code!)
This is quite detailed! Can’t get enough of your in depth knowledge. Your videos have truly given me job security and made all my coworkers benefit from the knowledge you provide. I do have a question though. How would you format a multi choice column?
I do not have any video references for multi choice column. I will recommend checking on forums in case someone has done something similar powerusers.microsoft.com
Thank you so much for your videos Reza! really helpful especially for beginners like me. By any chance is there a full video on how you did 28:30? I want to be able to get changes only on specified columns too. And I seem to encounter an issue that email is still being sent even if there are no changes in the item, though I'm not sure if the issue is in sharepoint as I see the version of the item is incrementing but there were no changes. Thank you so much for sharing your blessings of knowledge with us. :)
This is amazing tutorial Reza! There's so much information and I'm having to follow along at 0.75x speed just to keep up with you. One thing I'm struggling to understand, why does the Filter array value change from "item" to "value". At 19:41 you can see it is "item" but at 20:54 its transformed into "value". Mine hasn't so i'm struggling to understand. Thanks
Thank you for all of your hard work, Reza! We appreciate your well thought out solutions. At 29:48, I can see that previous values are in red and new values are in green. How is it possible to set the text of those values to the appropriate color?
Hi Reza, first, I would like to thank you for doing such a great job sharing this functionality. I do have a question for you. I have not been able to import the flows with some of the additional features into my environment and I would really like to add the HTML table with the before and after fields. Could you give me some guidance on how to add this functionality?
Thanks Bob! Im not sure why you are not able to import the flows. Might have to do with some limitations for your environment. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
@@RezaDorrani thanks for the quick reply. It seems that my company may be restricting imports. Thank you though. I may have to be ok with the initial flow, which is still amazing!
Hello Reza, great video. What about if I want to add the previous and current changes column to a second sharepoint list instead of an email? I saw some of the comments had my same questions and you suggested adding a create item. I did that but I’m not sure what expression or dynamic content to add on the “create item “ columns, to see the current and previous change on the 2nd sharepoint list.Thank you.
@@RezaDorrani thank you for replying. But the same expression does not work. Also, I tried to download the flow from the link in the description because I wanted to create the HTML table but the codes are raw input and is hard to tell which one you used to create the HTML table. Or is there another video where you show how you achieved the table? Thank you.
@@alondraespinal5115 I dont have another video. I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
This is excellent and so helpful! Instead of sending an email, though, I want to send the column name, previous value and new value to a different sharepoint list (create a new item in that list). I've been trying to modify your flow here to that specificity, but I'm stuck.
Most welcome! I would have to try it out to provide guidance. I recommend checking or posting your query on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Outstanding video and work as usual, Reza! I have not used git hub before and am having a hard time locating the expressions you reference in the video, for example at time stamp 15:50 you paste in an expression for the select function and I cannot locate it via the git hub link - can you assist?
Thanks! The github link has the flow export. You need to download and then import it. Within the flow you can check the expression. I did this video a while ago hence do not remember the specifics. There is also documentation on how to export import flows. You can check that.
Got it, but have another issue now that my flow is running. I have SharePoint column names that have spaces, for example when my “get changes for an item or a file (properties only)” is called it returns the following column name “End_x0020_Date”, however when “send an http request to SharePoint” is called it returns the field name as “End_x005f_x0020_x005f_Date” which since the column names don’t match I am getting a null value returned for my append to array variable - can you help me understand how to resolve this as I have MANY fields that have a space in their column name?
@@kenwilson1621I have no idea about this issue. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Amazingly helpful! Full disclosure my friend... I have been using your tips in many of my current builds! Advanced questions: how to process only changed items in an excel to update only targeted sp columns 😜
is it possible to make changes in sharepoint list from power automate flow on behalf of some system user? in case when we trigger flow from Teams chatbot and we don't want to force user to connect from chat or we don't want to change connection reference each time when development team members changed if we use somebody account as connection reference
I'm not sure about this scenario. I will recommend checking or posting your query on forums in case someone has done something similar community.powerplatform.com/
Thanks. I do not have a video reference on how to send information to a separate list and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Fantastic video as usual, Reza. Quick Question: How would I go about displaying Column Display Names in the email instead of the column names, which tend to look funky: File_x0020_Link vs. File Link?
Hello Reza. Once again a great video and as always very well explained. I’m trying to incorporate this workflow into a PowerApps form. I currently have the workflow capturing all changes made within the form, it is publishing the changes to a 2nd list titled Audit Log - Field Names: Amended By, Change Date, Column Name, Previous Value (Text Field), New Value (Text Field) and Source ID (1st list ID). The information within this 2nd list is then presented as a table within the 1st lists PowerApps form using a tab titled Version History. Everything is working as intended except for people picker field types. For these fields, the full metadata is being pulled in (Note: One field is a multi-select field). I have parsed out the LookupValue for these field types and have taken the multi-select people pickers and converted into a string variable. But I seem to spinning my wheels trying to figure out how to merge this info back into the ‘Old Value” and “New Value” variables and publish to the full list to the Audit Log. Any guidance you can provide would be greatly appreciate. Thank you for your time.
This is not something that I have tried. And would need to recreate your scenario to know the options. I recommend checking or posting your query on forums with screenshots in case someone has done something similar powerusers.microsoft.com
Thanks Reza. I am huge fan of yours and have learned so much by just watching your videos. I have a question, is there a way we can change the status of a column by clicking on a button within the email that is sent out to notify the users, without actually going to the SharePoint list/Document library.?
Thank You so much! Adding buttons in emails -> approval action and/or send an email with options action. Once buttons are clicked, flow can capture the response and update status automatically.
@@RezaDorrani Appreciate the quick response. So this email that is sent out, is not an approval email. I understand that 'Start and wait for an approval' action can capture the responses and comments of the approver and we can use 'Update file properties' to change the status in the library. The question is, can we do this in a separate email that is sent out to a user, who is not an approver so he can complete an action (requested in the email) and then change the status to 'Completed' from the same email without accessing the Document Library?
@@RezaDorrani When I look at the advanced options, it only shows the options to include attachments. Is there a documentation you can share with me? Please and thank you.
Great video! can I ask how I could count the times a status in sharepoint has been modified ie from pending to rework, and look at how many times the status has been changed to rework before the status is set to Complete, using powerautomate?
@@lavieenrose4310 I make videos when I get multiple requests on a particular topic. Every quarter I ask subscribers for topic suggestions on the Community Tab of my TH-cam channel. Subscribers vote for topics and the highest voted topics get added to my backlog. Make sure you post this in the next topic suggestion post. If it gets a lot of votes, I will add it to my backlog.
Reza- You are amazing. This is a video that I keep coming to time and time again to watch. I have a question pertaining to making this a Scheduled Cloud flow (because if you run an automated flow, at every single change a new email will be sent). Toward the end of the video (~18:30) when making Send an HTTP request to SP, when I try to select ID, I can only select what looks like the recurrence icon ID. Why do you think that is? All I want to do, is to have an email sent out with the changes of the SP list once a column is filled out with a selection. ANd do that twice a week. IS that easy to do?
I made this video years ago and do not remember the specifics. The video is the best reference + the code shared on github (not sure if that import works anymore)
Any chance you can share the formula you at 15:40? For some reason, I cannot import the flows to see it to copy to my own flow? Or is there a notepad / document where I can find it?
Good Morning! You have become my go-to for power automate videos! Thank you for all your hard work putting these together. I am running into one issue, and it may be a simple fix. I am running this process on a doc lib and when I pull the URL from the its not quite the same as yours. In your URL after IsDlg=1 there is &list=, mine stops at IsDlg=1. I am assuming this is because its a doc lib instead of a list but when I add it to the email and replace the FileName with the ID it doesn't work. Any suggestions?
Glad to hear that! I have not tried with a document library so not sure of the exact steps. It would not be the same as list. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani I actually ended up figuring out. I left the URL as is but instead of removing FileName=, I kept it and just replaced the hardcoded file name with the dynamic Full Path
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This is awesome. Thanks Reza. Perfectly explained. 👍🏻
Mr. Reza, thank you for your very helpful videos. I followed your instructions step by step and I am getting the columns that have changed but the only previous value I am getting is for modified date. the other columns do not have values. Please help.
@@RezaDorrani if your trigger condition is multiple words, what is the syntax (e.g., Just Approved)? is it full quotes? single quotes? same question for the control variable. thanks!
Great video, however would like to know the steps for the selecting specific fields for tracking and email in HTML table format, do you have a video for the same? i am unable to pick from the json file.. Thanks!
Hello Reza! This video was very helpful! Question, rather than sending an email with the versioning history, how can I add the versioning history to a separate sharepoint list? I want an overall view of the change activity in a list.
@@RezaDorrani If it's not too much trouble, could you please help me make a tutorial video? I really want it because I can't find it anywhere. Thank you so much in advance.
@@mairatchaprapa1650 I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Thank you Reza Sir for this video. Lets say if we want to extract the difference of new and old values from the field and store them in a new variable. For instance, Description column (from your video) has previous values of "Building Access" and after the update it has "Building access Key needed". What if we need to show just the new changes ( Key needed) not every thing ( Building Access key needed), how we can achieve this though power automate? Thank you!!!
That would require expressions. I would have to try it out to know the steps. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Thank you so much Reza, once again a great effort video and very crisp and clear explanation. I am here facing an issue within this flow. All changes i am getting on my mail with previous values, but in few columns i am just getting written as "Previous value is" and not getting the value in some columns (whose ccolumn's names are large).What to do in this case. Hope you will help. Once again, Thanks for this Great Video :)
Most welcome! I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
I love all of your videos! In fact, I'm a member of your channel. I have a question about this video. How do you keep the flow from sending a blank email in the beginning when the user first creates something in the SharePoint list for columns that I want to track changes for? Example, I am creating a request entry and there are columns that I want to follow but I am not at the stage yet where I will need to input data. I followed the instructions to create an HTML table and send via email. The email, however, will send a blank table to that shows nothing has changed. What can I do to say if it was blank before don't show anything until something actually changes in the field?? Thank you Reza so much! You are an inspiration and you make learning this stuff easy to understand.
@@RezaDorrani Hi Reza, Thanks for your videos again! I just wanted to follow up on this comment. Where would I place this condition in the original flow you created? Secondly, would the Condition be something like IF the field = 'null', do not send for that particular field? I am confused because of my lack of expertise in Power Automate, but I promise I'm trying to learn at your feet.
@@DubGee007 I did this video a long time ago and hence do not remember the specifics. You would need to use expression null. I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Thanks Reza, the flow ran well for me, however, when I updated the email field (which is Person or Group), it threw error, something like this "cannot be evaluated because array index '1' is outside bounds (0, 0) of array". I don't know how to fix it.
I have not experienced the mentioned issue and hence not sure what the cause or fix for it could be. I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
@@jennyhoang7906 I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Reza, you sir are a genius. This video has been super useful for me. Your method works great for single select, text fields, and booleans. That said, I’m curious if there is there a way to track changes of a multi-choice column?
Thanks Aaron! Multi select is definitely possible. Thing is the type of data it returns would be an array. So basically you would need to compare 2 arrays. You could use the intersection expression for 2 arrays. It will give you all common values in both arrays. The count of this new array must match count of original array. If not same means the field was updated.
Great video as always Reza!!! This is awesome. I am wondering instead of emailing it, what about pushing all this changes into another SP list for logging (tracking purposes) and reporting.
@@RezaDorraniHey Reza, sorry, I was half sleep 😅 I was wondering if instead of emailing these changes, I was thinking pushing the changes info into a new SP list for tracking and reporting purposes.
@@RezaDorrani Hello Reza, I was able to track the changes of an item in a separate list (4 column list: column changed, before, after, timestamp)… by following your steps I was able to only push the changes to the column changed (name of column changed), before (previous value) and timestamp… I am unable to push what the new change (current value) is into the after column. Any suggestions? - should I initialize a new variable from the when and item is modified (get all the new values) and add it to the scope and then append it to the varValues?
Very well explained. Can the send http action be used to determine if only a new version of a file has been uploaded? There is a column in "Get file metedata" action that returns "LastModified". How can I get the previous version of that column?
@@RezaDorrani Thanks for the quick reply! To put it simply - my requirement is to determine if ONLY a new version of a document has been uploaded (no other fields changed) in the document library and send an email. Any other way to achieve that?
Very useful video. Thank you so much. Had one query,is it possible SharePoint trigger run only if one particular given column is modified using trigger condition option? Like we have in dataverse trigger where we can specify the column name
Great content as always! But I can't use the shared content. When you exported the scripts you forgot to remove the values from your environment variable, and that is given an error when I try to import.
I did this video years ago and shared whatever I had then. Not sure if anything has changed now that does not allow it to import. I no longer have access to the flow.
Very helpfull as always Reza, its there any way to hide item properties? in order to users can modify only one colum of the item, for example, only attach a file?
Not that I am aware of. Note: SharePoint does not support column level security. Even if you somehow manage to hide fields, a smart user can always update that data via flow or powershell etc.
Hi Reza, trigger 'When an item is created or modified' is triggering my action when new item is created. How do I write the trigger condition if i only want it triggered when the row is changed (updated), especially from value a to value b specifically
Hey great tutorial. I just have one question. How do you track changes for the multiple choice column type? You have covered only single choice column type changes
Multi choice values would need to be converted to an array and then would need comparing 2 arrays. I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Great video. Can you also add here what if once I update the value to 'In Progress', how can I fetch its relevant values from another SharePoint List. Lets say, the other SP List has 2 or more columns of data against 'In Progress' and I would like to fetch it here in the Master SP List once it changes
I do not have a video reference on this and would have to try it out to provide guidance. I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Hi Raza, This looks good and can you share how to get only the lookup value out of its metadata as the entire row comes as an output for lookup column.
What an excellent detailed instruction on column changes scenario. I learn a lot from this. Also, would it be possible to send only one email if column changes occur on multiple items ?
For that idea would be to run flow on a schedule, get items modified since last flow run, get the changes information and send it in email. I do not have a video reference on this scenario though.
Nice Video Reza as always. No compromise on quality and intent is carried clearly. One quick question, is there an equivalent REST API call for Get item changes since version no#. I understand there is an action available in Power Automate. Looking for similar functionality using REST API service to use in different system (Nintex).
Hello Reza, thanks again for your great videos. I am trying to do track SHarepoint lists items changes, specifically on attachments, if there are additional files after this change. What would you recommend please to do that ? Thanks
Hi Reza, thanks for this! I am having an issue though. I have 3 lookup columns. 2 return the correct Old Value and New Value but 1 of them returns blank old value and correct new value. The SharePoint HTTP request raw outputs show the previous value for this column correctly but for some reason it is not appending it to varValues (Just blank) - No issue with other lookup columns. Only this has an issue and the same issue with a Date and Time column. Any ideas?
I have not come across this issue. I would have to look at your flow and scenario in action to know the reason for your issue. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thanks for the quick reply. I just figured it out! If you have an underscore in your column name it will not retrieve the old value. Recreating the column without an underscore resolved the issue
Hi Reza, Thanks for the clear explanation I have small issue, not getting Value in this expression "coalesce(body('Send_an_HTTP_request_to_SharePoint')?['d']?['results']?[0]?[item()],'')", should I change anything?
I cannot guess here on chat + I have not come across this issue and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Great video as always, Reza. I'm wondering how would you deal with a document library that allows minor versions? The versions of a document can go from minor versions 0.1, 0.2, 0.3, then gets published to 1.0. Then to minor versions again 1.1, 1.2, 1.3, 1.4, and then published to 2.0. So you can't always subtract 1 or 0.1 to get the previous version.
Hello Reza! Excellent video, very good tips! I'm wondering if you could help me. I have a sharepoint list that has calculed colums that informs if the "actions" are expired or not. By that, everyday all of the actions are updated according to today (). But people change date, title or definition into these items, so instead of sending everyone an e-mail (because all of the data are updated -modified- everyday), how can I "ignore" that and send an e-mail only if some specific columns were changed?
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani Thanks for the support. I'm getting an error in my flow, in "get previous values" my input are exactly the same as yours, but the output is different. INPUT "\"ID\":false", "\"Title\":false", OUTPUT [ { "ColumnName": "\"ID\"", "Value": "false" }, { "ColumnName": "\"Title\"", "Value": "false" ] As you can see, the output is different, because in the video the output is only between single quotes in ColumnName. The codes i'm using are (Get previous values > Select): split: split(replace(replace(string(outputs('Get_changes_for_an_item_or_a_file_(properties_only)')?['body/ColumnHasChanged']),'{',''),'}',''),',') ColumnName: replace(split(item(),':')[0],'''','') Value: split(item(),':')[1] Could you verify if i'm doing something wrong?
@@mauricioboufleur2893 I cannot verify here on chat + I will have to reproduce your issue to know the reason. Best to post your issue with screenshots on forums.
Hi Reza, thanks for the video! We used part of your tutorial to get the changes via Power Automate into a SP form modified with Power Apps. Storing a string variable that we later split in PApps into a collection, to be displayed in a gallery. Everything works great, except the Modified column. This column has a date with the hours, and then when we split the values by ":" characters to get a field name and a value, it gets trimmed and shows only 3 characters. I've been trying unsuccessfully to change the date format between the flow steps before the final string is generated. Could you give some advice? Thanks in advance! Kind regards.
I do not have a video reference on this scenario and would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi @RezaDorrani, I enjoyed this video so much and it brough me so much closer to what I am trying to achieve, which is to send out an email that shows latest changes to a list item (with before and after value). However, there are many steps missing in this video -where can I get a video instruction of the steps that were left out in this video? I'd highly appreciate your feedback on this. Thank you! Ellen
Hi Reza, thank you so much for this video - it has made my life so much easier, and helped me to understand flows much better! Just one question - I really want my email to show both the old value and new value for any column that has changed. I have got a bit lost at the Sprint section of your video where it goes into that, so I was wondering if you have any resources that go through how to do something similar, but a bit slower?
Thanks. I do not have other resources. You can always slow down playback speed of TH-cam video. Video description also has link to download sample flow for learning purposes.
Hi Reza, thanks so much for your suggestion - I have been looking through your sample flow and playing with a similar one of my own. And am so close to it working - I am just stuck with the ‘Filter and get new value’ part. When I run it, the output of this part is an empty array. Do you have any ideas on where it could be going wrong?
@@charlotte7095 I have not come across this issue hence not sure. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
Thank so much Your channel is a Gold. Well done Reza, please make note if you can do in the future, invoicing functionality so you can add multiple products and calculate total amount and quantity and saved to SharePoint Thanks.😍
I make videos when I get multiple requests on a particular topic. Every quarter I ask subscribers for topic suggestions on the Community Tab of my TH-cam channel. Subscribers vote for topics and the highest voted topics get added to my backlog. Make sure you post this in the next topic suggestion post. If it gets a lot of votes, I will add it to my backlog.
Hi Rezza, thank you for the awsome videos. Just a small query is there any way that after we mention someone in a SharePoint list using @ symbol and you know how you get the link as an open ticket in the email and the user straight away get access to the ticket and can make changes. Can we stop them from accessing the list and make changes? Kind Regards
I do not have a video reference on @ mention scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hi Reza Really good effort, thanks for this video, but still one issue. HTTP is showing old column names, how to get renamed one, my list is old and lots of records and approx. 80 fields, and part of running application so can't create a new list. Is there any way to take current names?
I believe it would give old names as those were the names for your old version. Not sure if there is any way around it. I will recommend checking or posting your query on forums in case someone has a workaround for it powerusers.microsoft.com
This is awesome..! Question - in the Track Fields action... Is there a way to rename each Key so it doesn't show up in the email (HTML table) as "Field_x0020_Name". Would like for it to show as "Field Name" - for example...?
Best would be to give good column names in SharePoint to start with. Field_x0020_Name typically means the internal name and of column is such. To rename these in flow, you would need to write expressions to replace _x0020_ with empty space
Thank you for the video it is very detailed and that you for making the files available for review. Is there a way to change the column name to something else before it is inserted into the HTML table Several column names are Shortened or when the list was built the column names were not named using good naming practices, so I would like to change them prior to then begin inserted into the HTML table and eventually into the email
Hi Reza, I am currently starting and working with PA and your Videos are a tramendous help. Thanks a lot. I have some difficulties in downloading the expressions e.g. for "select". May I ask you to help me with this? Thanks a lot and again, congratulations on your work!
I must have the same problem with the " { " then @jmci24 and figured out that the expression failes if the " ) " (as part of replace) is included in the this term: '{',''),'}'. Do you have any idea why this causes an error? Thank you
I have made the flow available for download which has the expressions - you can look at it. As for the issue - I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
Hi Reza! GREAT VIDEOS and GREAT CHANNEL!!!! Question: If I want to creat a backlog sharepoint list with all the changes instead of sending them by email?- Is it possible? Ex: Field A / Old value / New value / who changed / date of change
Hi Reza, Kudos to your hard work that u have put in to make this video. Instead of sending mail with updated and old values ,Is it possible to create one item with all the details in new sharepoint list?
hi Reza, this is a great flow and really helps me troubleshooting a lot of things..... However, i have noticed that if the Person column is amended then the Previous Value is not populated in the email. Any idea why and how the flow should be changed to capture Person's column change?
I will have to look at your flow in action to provide guidance. Not sure I have tested it with person column change. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, your videos are just amazing. Many thanks for your hard work for the community! Could we use the same approach to track "real" changes of documents? Example: I want to only trigger a certain approval, if the content (!) of a file has been changed and want to ignore changes on the metadata.
Hello, I have this exact same question, but my "solution" uses the track changes as in the above video, except the other way around.: if all of my columns have the "false" value, it means a content change has triggered the flow. But I'm open to better solutions. Edit: Condition has a choice option of "Has Column Changed: ", so you could use this instead
this is a really good tutorial and your videos are very useful. one issue i came across with this tutorial is that my previous value is always blank. is there any reason for this?
Thank you Reza. I need to only run it as a trigger condition if a field value has been changed, not if a field value equals something. So I wonder how to write that trigger as an @change not an @equals?
Best, most informative Power Autmoate video I have ever seen. I'm on a high from this. You rock my world Reza.
Thank so much
@@RezaDorrani Hi, is it possible to make changes in sharepoint list from power automate flow on behalf of some system user? in case when we trigger flow from Teams chatbot and we don't want to force user to connect from chat or we don't want to change connection reference each time when development team members changed if we use somebody account as connection reference
@@seatconnect224 I suggest always to start a new comment post as it makes it easier to manage threads.
th-cam.com/video/ts-ggDAy7IQ/w-d-xo.htmlsi=JDlQdkcC7xxZgVnV
I can see a tremendous effort behind these videos. Your channel is a treasure. Well done Reza!!
Thank You so much for appreciating the efforts.
Again watched and built along. Kept rewinding to catch and understand various steps and expressions intimately. I've built up my skills greatly watching your videos. I did download the flows in the end to get the tracking bits but nothing replaces "learning by doing" when it comes to development. Thanks for all you do. Greatly appreciated.
So happy to hear the feedback and I completely agree - best way to learn is by building apps/flows step-by-step.
Hi Reza, your video tutorials are a blessing. Step by Step, very well explained and easy to follow. I have learned so much and like many others as a newbie to Power Automate and easing daily tasks its a huge thank you for sharing your knowledge.
You are very welcome and thanks so much for watching and learning from my videos
The amount of detail in your presentations is fantastic. I learn both, tactical details and overall understanding of how the Power universe works.
Thank You
This is perfect Reza - thank you so much for all of your hard work. I know we all really appreciate you!
Thank You so much for watching and liking the content
Yet another outstanding video. Thanks Reza. Your channel is an invaluable resource for me and I'm sure thousands of others. Thank you for explaining things so clearly and concisely.
Thank You so much!
Really useful video, it makes me realize that many of the functionalities are possible which I earlier labeled as "not possible " or "not supported "
Glad to hear that. Possibilities are endless.
I just came across your channel and I've already seen a couple of videos that helped me a lot. Keep on doing so well Reza. Thank you very much!
Glad to hear it! Thanks for watching and liking the videos
i could n't get the filter array to work until i watched to edit in advanced mode and get put true in single quotes. i almost skipped it :) good work reza as always..
Most welcome
Thank you, man, you're a star. A complete detailed tutorial for writing expressions will be very helpful!
Here is that tutorial- th-cam.com/video/O97IdCbfMQI/w-d-xo.html
The best tip I ever came across for creating trigger conditions is to use the filter array action. Construct the filter (ignoring the array) switch to advanced mode and there you have exactly what you need to use as your trigger condition!
Great tip
Great tip, thanks a lot
Your contents are a value addition to the power platform community, I really gained a lot of information watching all your videos and had learned quite a lot.
Thank you for sharing and keep up the good work @Reza. I truly appreciate your effort on making these amazing learning videos.
❤❤👍👍👌👌
Thank You so much for your kind words
@@RezaDorrani , I tried with one of my sample list and it worked as expected but there is only one thing if we also keep track of Person or Group field or Date field, it also takes some more values from previous version like for Person field, it takes entire custom json and for Date field it also takes time field as well.
For Person Field:
Column "Updatedby" has updated from "{"__metadata":{"type":"SP.FieldUserValue"},"LookupId":3,"LookupValue":"PreVerUserName","Email":"PreVerUser@email address"}" to "ModifiedUserName"
For Date field:
Column "UpdatedDate" has updated from "2022-08-02T07:00:00Z" to "2022-08-03"
Any thoughts on this?
@@niranjandas3295 You will need to write additional expressions for these type of columns. It does require more work.
@@RezaDorrani, I am on it. Thank you😀
This got DEEP 😮
Would have taken me like 6 months to figure this out 😅
Hello Reza,
Thanks a ton for this great video. This topic is untouched and very limited material is available on the internet. The approach you took in this is very fantastic of moving to simple to advance. Thanks once again for the fantastic video which I was looking for very long time. Thanks for accepting the request too for making video on this topic.
Akshay
Glad it was helpful! Thanks so much for the wonderful feedback.
I gained more insight into the power of Power Automate. Thank you Reza
👍 thank you
Excellent video! Appreciate all your efforts and passion to explain these in detail, with why, how & what. Wholesome! Thank you mate.
So nice of you. Thank You for watching.
Awesome video! ✌️😉
Your method is easier to read once setup than the default email version history sent from SP.
Glad to hear that! Thanks so much for watching.
Great Effort Reza. Appreciate you putting so much energy in making this videos.
My pleasure!
Hi Reza, Thank you for putting so much effort in making this tutorial. It really helped me in automating one of my flows. I was able to build till like @28:14. However, Could you help me in getting full tutorial for the last part where you built to track changes for specific columns only and how to get out put for previous value vs current value? Thank you!
Most welcome!
Video description has link to download sample flows shown in video for learning purposes.
Hi Reza, some fantastic and extremely helpful videos. Really appreciate your guidance here!
I note that the process involves quite a bit of knowledge about what expressions / codes to use where - how does a user get familiar with understanding and building these expressions directly (rather than blindly copying and pasting your presented code!)
Expressions tutorial th-cam.com/video/O97IdCbfMQI/w-d-xo.html
I have a new video coming tomorrow which has more new expression functions.
This is quite detailed! Can’t get enough of your in depth knowledge. Your videos have truly given me job security and made all my coworkers benefit from the knowledge you provide.
I do have a question though. How would you format a multi choice column?
I do not have any video references for multi choice column. I will recommend checking on forums in case someone has done something similar
powerusers.microsoft.com
Thank you so much for your videos Reza! really helpful especially for beginners like me. By any chance is there a full video on how you did 28:30? I want to be able to get changes only on specified columns too. And I seem to encounter an issue that email is still being sent even if there are no changes in the item, though I'm not sure if the issue is in sharepoint as I see the version of the item is incrementing but there were no changes.
Thank you so much for sharing your blessings of knowledge with us. :)
Video description has link to download the flows for learning purposes
This is amazing tutorial Reza! There's so much information and I'm having to follow along at 0.75x speed just to keep up with you.
One thing I'm struggling to understand, why does the Filter array value change from "item" to "value". At 19:41 you can see it is "item" but at 20:54 its transformed into "value". Mine hasn't so i'm struggling to understand. Thanks
Once you save the flow and edit flow again, it transforms it into value.
Both will give same output.
Great flow, love the explanations!
I believe it works only if your SharePoint names (and hence the internal field names) are simple.
It should work for any name
Fantastic video ! Always learning abundance of knowledge from you 👍
Awesome, thank you!
@@RezaDorrani please make video on API Integration in Powerapps
@@saifkazi8504 On community tab of channel, there is a post about new ideas. People are voting for it there. Most voted ones will result in videos.
Thank you for all of your hard work, Reza! We appreciate your well thought out solutions.
At 29:48, I can see that previous values are in red and new values are in green. How is it possible to set the text of those values to the appropriate color?
Video description has link to download flow. You can check the logic in it.
Hi Reza, first, I would like to thank you for doing such a great job sharing this functionality. I do have a question for you. I have not been able to import the flows with some of the additional features into my environment and I would really like to add the HTML table with the before and after fields. Could you give me some guidance on how to add this functionality?
Thanks Bob!
Im not sure why you are not able to import the flows. Might have to do with some limitations for your environment. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
@@RezaDorrani thanks for the quick reply. It seems that my company may be restricting imports. Thank you though. I may have to be ok with the initial flow, which is still amazing!
Hello Reza, great video. What about if I want to add the previous and current changes column to a second sharepoint list instead of an email? I saw some of the comments had my same questions and you suggested adding a create item. I did that but I’m not sure what expression or dynamic content to add on the “create item “ columns, to see the current and previous change on the 2nd sharepoint list.Thank you.
Same expressions as I used to send the details in the email.
I have no plans for a follow up video on this though hence can only guide
@@RezaDorrani thank you for replying. But the same expression does not work. Also, I tried to download the flow from the link in the description because I wanted to create the HTML table but the codes are raw input and is hard to tell which one you used to create the HTML table. Or is there another video where you show how you achieved the table? Thank you.
@@alondraespinal5115 I dont have another video.
I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Brilliant Reza!!! Just Brilliant. Thank you
Most welcome
I followed your tutorial Its awesome
Glad it helped!
This is excellent and so helpful! Instead of sending an email, though, I want to send the column name, previous value and new value to a different sharepoint list (create a new item in that list). I've been trying to modify your flow here to that specificity, but I'm stuck.
Most welcome!
I would have to try it out to provide guidance. I recommend checking or posting your query on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Thanks!
Thank You
Excellent information. Great efforts from you to explain in-detail.
Thanks
Outstanding video and work as usual, Reza! I have not used git hub before and am having a hard time locating the expressions you reference in the video, for example at time stamp 15:50 you paste in an expression for the select function and I cannot locate it via the git hub link - can you assist?
Thanks!
The github link has the flow export. You need to download and then import it. Within the flow you can check the expression. I did this video a while ago hence do not remember the specifics.
There is also documentation on how to export import flows. You can check that.
Got it, but have another issue now that my flow is running. I have SharePoint column names that have spaces, for example when my “get changes for an item or a file (properties only)” is called it returns the following column name “End_x0020_Date”, however when “send an http request to SharePoint” is called it returns the field name as “End_x005f_x0020_x005f_Date” which since the column names don’t match I am getting a null value returned for my append to array variable - can you help me understand how to resolve this as I have MANY fields that have a space in their column name?
@@kenwilson1621I have no idea about this issue.
I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Amazingly helpful! Full disclosure my friend... I have been using your tips in many of my current builds! Advanced questions: how to process only changed items in an excel to update only targeted sp columns 😜
Advanced question would need an advanced video :)
Let’s first see the response to this one. Start is slow.
is it possible to make changes in sharepoint list from power automate flow on behalf of some system user? in case when we trigger flow from Teams chatbot and we don't want to force user to connect from chat or we don't want to change connection reference each time when development team members changed if we use somebody account as connection reference
I'm not sure about this scenario.
I will recommend checking or posting your query on forums in case someone has done something similar
community.powerplatform.com/
Awesome video! How would I use this flow to send the information to a separate list that tracks changes from the 1st list instead of an email?
Thanks.
I do not have a video reference on how to send information to a separate list and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Fantastic video as usual, Reza. Quick Question: How would I go about displaying Column Display Names in the email instead of the column names, which tend to look funky: File_x0020_Link vs. File Link?
You can use select data operation action and map new column names.
Hello Reza. Once again a great video and as always very well explained. I’m trying to incorporate this workflow into a PowerApps form. I currently have the workflow capturing all changes made within the form, it is publishing the changes to a 2nd list titled Audit Log - Field Names: Amended By, Change Date, Column Name, Previous Value (Text Field), New Value (Text Field) and Source ID (1st list ID). The information within this 2nd list is then presented as a table within the 1st lists PowerApps form using a tab titled Version History. Everything is working as intended except for people picker field types. For these fields, the full metadata is being pulled in (Note: One field is a multi-select field). I have parsed out the LookupValue for these field types and have taken the multi-select people pickers and converted into a string variable. But I seem to spinning my wheels trying to figure out how to merge this info back into the ‘Old Value” and “New Value” variables and publish to the full list to the Audit Log. Any guidance you can provide would be greatly appreciate. Thank you for your time.
This is not something that I have tried. And would need to recreate your scenario to know the options.
I recommend checking or posting your query on forums with screenshots in case someone has done something similar
powerusers.microsoft.com
Thanks Reza. I am huge fan of yours and have learned so much by just watching your videos. I have a question, is there a way we can change the status of a column by clicking on a button within the email that is sent out to notify the users, without actually going to the SharePoint list/Document library.?
Thank You so much!
Adding buttons in emails -> approval action and/or send an email with options action. Once buttons are clicked, flow can capture the response and update status automatically.
@@RezaDorrani Appreciate the quick response. So this email that is sent out, is not an approval email. I understand that 'Start and wait for an approval' action can capture the responses and comments of the approver and we can use 'Update file properties' to change the status in the library. The question is, can we do this in a separate email that is sent out to a user, who is not an approver so he can complete an action (requested in the email) and then change the status to 'Completed' from the same email without accessing the Document Library?
@@AnamAhmed-t8d Thats send an email with options action. Check documentation on that.
@@RezaDorrani When I look at the advanced options, it only shows the options to include attachments. Is there a documentation you can share with me? Please and thank you.
@@AnamAhmed-t8d th-cam.com/video/wII54Fl-lAk/w-d-xo.htmlsi=kqjLNpxL4IUicqcF
Great video! can I ask how I could count the times a status in sharepoint has been modified ie from pending to rework, and look at how many times the status has been changed to rework before the status is set to Complete, using powerautomate?
For that you would have to get all versions, check for changes and count. I do not have a specific video reference on this use case though.
@@RezaDorrani are you able to share a video of extracting SP item versions ie via powershell or powerautomate?
@@lavieenrose4310 I make videos when I get multiple requests on a particular topic.
Every quarter I ask subscribers for topic suggestions on the Community Tab of my TH-cam channel.
Subscribers vote for topics and the highest voted topics get added to my backlog.
Make sure you post this in the next topic suggestion post. If it gets a lot of votes, I will add it to my backlog.
Reza- You are amazing. This is a video that I keep coming to time and time again to watch. I have a question pertaining to making this a Scheduled Cloud flow (because if you run an automated flow, at every single change a new email will be sent). Toward the end of the video (~18:30) when making Send an HTTP request to SP, when I try to select ID, I can only select what looks like the recurrence icon ID. Why do you think that is? All I want to do, is to have an email sent out with the changes of the SP list once a column is filled out with a selection. ANd do that twice a week. IS that easy to do?
I made this video years ago and do not remember the specifics. The video is the best reference + the code shared on github (not sure if that import works anymore)
Any chance you can share the formula you at 15:40? For some reason, I cannot import the flows to see it to copy to my own flow? Or is there a notepad / document where I can find it?
I did this video long ago and no longer have access to the flow. The video and the flow shared are the best references I have.
Amazing explanation ReZa.. Saved my day. -Thanks
Most welcome
Good Morning! You have become my go-to for power automate videos! Thank you for all your hard work putting these together. I am running into one issue, and it may be a simple fix. I am running this process on a doc lib and when I pull the URL from the its not quite the same as yours. In your URL after IsDlg=1 there is &list=, mine stops at IsDlg=1. I am assuming this is because its a doc lib instead of a list but when I add it to the email and replace the FileName with the ID it doesn't work. Any suggestions?
Glad to hear that!
I have not tried with a document library so not sure of the exact steps. It would not be the same as list. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani I actually ended up figuring out. I left the URL as is but instead of removing FileName=, I kept it and just replaced the hardcoded file name with the dynamic Full Path
This is awesome. Thanks Reza. Perfectly explained. 👍🏻
Your most welcome. Thanks so much for watching.
Thank you. Very neat and effective walk through.
Your most welcome
Mr. Reza, thank you for your very helpful videos. I followed your instructions step by step and I am getting the columns that have changed but the only previous value I am getting is for modified date. the other columns do not have values. Please help.
Most welcome!
I have not experienced any issues with this hence not sure.
Very nicely explained. You make it look so easy. (But this is super complicated :) )
Thanks Radhika
brilliant video, as always! really appreciate the efforts you put into these
Glad you like them!
@@RezaDorrani if your trigger condition is multiple words, what is the syntax (e.g., Just Approved)? is it full quotes? single quotes? same question for the control variable. thanks!
Single
Great video, however would like to know the steps for the selecting specific fields for tracking and email in HTML table format, do you have a video for the same? i am unable to pick from the json file.. Thanks!
I dont think I do. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hello Reza! This video was very helpful! Question, rather than sending an email with the versioning history, how can I add the versioning history to a separate sharepoint list? I want an overall view of the change activity in a list.
Use create item in action and save the data in other list
You are so amazing. Can I ask some question,Can I send 1 email when modifed many rows of data ?
Thanks!
Probably possible but not something I have tried or have a video reference for.
@@RezaDorrani If it's not too much trouble, could you please help me make a tutorial video? I really want it because I can't find it anywhere. Thank you so much in advance.
@@mairatchaprapa1650 I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
@@RezaDorrani OK Thanks a lot
Thank you Reza Sir for this video. Lets say if we want to extract the difference of new and old values from the field and store them in a new variable. For instance, Description column (from your video) has previous values of "Building Access" and after the update it has "Building access Key needed". What if we need to show just the new changes ( Key needed) not every thing ( Building Access key needed), how we can achieve this though power automate? Thank you!!!
That would require expressions. I would have to try it out to know the steps. I recommend checking or posting your query on forums in case someone has done something similar
powerusers.microsoft.com
@@RezaDorrani Thank you. I will try the above link to see if there is any guidance available and also look into expressions as well. Thanks again!!
Very Good, 5 star, , can you please put the long experession for splitting replacing from body/column has changed
Video description has link to download the flow.
Thank you so much Reza, once again a great effort video and very crisp and clear explanation. I am here facing an issue within this flow. All changes i am getting on my mail with previous values, but in few columns i am just getting written as "Previous value is" and not getting the value in some columns (whose ccolumn's names are large).What to do in this case. Hope you will help.
Once again, Thanks for this Great Video :)
Most welcome!
I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
I love all of your videos! In fact, I'm a member of your channel. I have a question about this video.
How do you keep the flow from sending a blank email in the beginning when the user first creates something in the SharePoint list for columns that I want to track changes for? Example, I am creating a request entry and there are columns that I want to follow but I am not at the stage yet where I will need to input data. I followed the instructions to create an HTML table and send via email. The email, however, will send a blank table to that shows nothing has changed. What can I do to say if it was blank before don't show anything until something actually changes in the field??
Thank you Reza so much! You are an inspiration and you make learning this stuff easy to understand.
Most welcome!
One option I can think of would be to add conditions in flow to check if those columns you are targeting are empty.
@@RezaDorrani Hi Reza, Thanks for your videos again! I just wanted to follow up on this comment. Where would I place this condition in the original flow you created? Secondly, would the Condition be something like IF the field = 'null', do not send for that particular field? I am confused because of my lack of expertise in Power Automate, but I promise I'm trying to learn at your feet.
@@DubGee007 I did this video a long time ago and hence do not remember the specifics.
You would need to use expression null.
I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Super helpful. Thank you!
Most welcome
Thanks Reza, the flow ran well for me, however, when I updated the email field (which is Person or Group), it threw error, something like this "cannot be evaluated because array index '1' is outside bounds (0, 0) of array". I don't know how to fix it.
I have not experienced the mentioned issue and hence not sure what the cause or fix for it could be.
I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com
Thanks Reza.
@@RezaDorrani In your next video, could you please demo a previous/current values with a multi-value choices (email LookupValue)? Thanks.
@@jennyhoang7906 I make videos when I receive multiple requests on a topic. Every 6 months I ask subscribers for topic suggestions on Community Tab of my channel. Most voted idea gets added to my backlog. Make sure to post this idea whenever I post the next topic suggestion post.
Brilliant example, it would be good to show a modified version of this where the column changed is a people column.
Thanks!
Currently, no plans for a follow up video for this.
Reza, you sir are a genius. This video has been super useful for me. Your method works great for single select, text fields, and booleans. That said, I’m curious if there is there a way to track changes of a multi-choice column?
Thanks Aaron!
Multi select is definitely possible. Thing is the type of data it returns would be an array. So basically you would need to compare 2 arrays. You could use the intersection expression for 2 arrays. It will give you all common values in both arrays. The count of this new array must match count of original array. If not same means the field was updated.
Great video as always Reza!!! This is awesome. I am wondering instead of emailing it, what about pushing all this changes into another SP list for logging (tracking purposes) and reporting.
Thanks!
I think you did not complete your question
@@RezaDorraniHey Reza, sorry, I was half sleep 😅 I was wondering if instead of emailing these changes, I was thinking pushing the changes info into a new SP list for tracking and reporting purposes.
@@Will-ny8yf You could try that
@@RezaDorrani Hello Reza, I was able to track the changes of an item in a separate list (4 column list: column changed, before, after, timestamp)… by following your steps I was able to only push the changes to the column changed (name of column changed), before (previous value) and timestamp… I am unable to push what the new change (current value) is into the after column. Any suggestions?
- should I initialize a new variable from the when and item is modified (get all the new values) and add it to the scope and then append it to the varValues?
@@Will-ny8yf Not sure to be honest. I would have to try this out to know more.
Very well explained. Can the send http action be used to determine if only a new version of a file has been uploaded? There is a column in "Get file metedata" action that returns "LastModified". How can I get the previous version of that column?
Thanks!
I'm not sure of the steps to do that.
@@RezaDorrani Thanks for the quick reply! To put it simply - my requirement is to determine if ONLY a new version of a document has been uploaded (no other fields changed) in the document library and send an email. Any other way to achieve that?
@@adnanqureshi1979 I would have to try that scenario to know how
@@RezaDorrani Thanks. I am researching too. If you figure it out, could you please post the solution here please? I will do the same.
@@adnanqureshi1979 I have no plans to investigate on this one. Il be waiting for your findings
Very useful video. Thank you so much.
Had one query,is it possible SharePoint trigger run only if one particular given column is modified using trigger condition option? Like we have in dataverse trigger where we can specify the column name
Currently not with the SharePoint trigger.
Thanks so much for your videos. I learn a lot with you.
You are so welcome!
Great content as always! But I can't use the shared content. When you exported the scripts you forgot to remove the values from your environment variable, and that is given an error when I try to import.
I did this video years ago and shared whatever I had then. Not sure if anything has changed now that does not allow it to import.
I no longer have access to the flow.
Amazing, Thank you for your videos @Reza I learn very fast by following you.
Happy to hear that!
Wealth of knowledge in this one!
Thank You
Very helpfull as always Reza, its there any way to hide item properties? in order to users can modify only one colum of the item, for example, only attach a file?
Not that I am aware of. Note: SharePoint does not support column level security.
Even if you somehow manage to hide fields, a smart user can always update that data via flow or powershell etc.
Hi Reza, trigger 'When an item is created or modified' is triggering my action when new item is created. How do I write the trigger condition if i only want it triggered when the row is changed (updated), especially from value a to value b specifically
There is no trigger for SharePoint that I am aware of that actually checks if a specific column value has changed from a to b.
Hey great tutorial. I just have one question. How do you track changes for the multiple choice column type? You have covered only single choice column type changes
Multi choice values would need to be converted to an array and then would need comparing 2 arrays.
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Great video. Can you also add here what if once I update the value to 'In Progress', how can I fetch its relevant values from another SharePoint List. Lets say, the other SP List has 2 or more columns of data against 'In Progress' and I would like to fetch it here in the Master SP List once it changes
I do not have a video reference on this and would have to try it out to provide guidance. I will recommend checking or posting your query on forums in case someone has done something similar powerusers.microsoft.com
Hi Raza,
This looks good and can you share how to get only the lookup value out of its metadata as the entire row comes as an output for lookup column.
You would need to use expressions to get value out of json object for lookup. I don’t have a specific video reference for it.
What an excellent detailed instruction on column changes scenario. I learn a lot from this. Also, would it be possible to send only one email if column changes occur on multiple items ?
For that idea would be to run flow on a schedule, get items modified since last flow run, get the changes information and send it in email. I do not have a video reference on this scenario though.
Nice Video Reza as always. No compromise on quality and intent is carried clearly. One quick question, is there an equivalent REST API call for Get item changes since version no#. I understand there is an action available in Power Automate. Looking for similar functionality using REST API service to use in different system (Nintex).
If you try peek code on the flow action to get item changes, it should give the underlying rest api call info.
Hello Reza, thanks again for your great videos. I am trying to do track SHarepoint lists items changes, specifically on attachments, if there are additional files after this change. What would you recommend please to do that ? Thanks
I don’t think there is any option to track attachment changes as there is no versioning on attachments
@@RezaDorrani 👌ok thanks good to know, I will try out another way
Thank a lot for this video Mr Dorrani, very very helpful :)
You are very welcome
Hi Reza, thanks for this! I am having an issue though. I have 3 lookup columns. 2 return the correct Old Value and New Value but 1 of them returns blank old value and correct new value. The SharePoint HTTP request raw outputs show the previous value for this column correctly but for some reason it is not appending it to varValues (Just blank) - No issue with other lookup columns. Only this has an issue and the same issue with a Date and Time column. Any ideas?
I have not come across this issue. I would have to look at your flow and scenario in action to know the reason for your issue. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani thanks for the quick reply. I just figured it out! If you have an underscore in your column name it will not retrieve the old value. Recreating the column without an underscore resolved the issue
Hi Reza, Thanks for the clear explanation I have small issue, not getting Value in this expression "coalesce(body('Send_an_HTTP_request_to_SharePoint')?['d']?['results']?[0]?[item()],'')", should I change anything?
I cannot guess here on chat + I have not come across this issue and hence not sure what is the cause for your issue. I recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
That was extremely helpful. Thank you so much.
You're very welcome!
Great video as always, Reza.
I'm wondering how would you deal with a document library that allows minor versions? The versions of a document can go from minor versions 0.1, 0.2, 0.3, then gets published to 1.0. Then to minor versions again 1.1, 1.2, 1.3, 1.4, and then published to 2.0. So you can't always subtract 1 or 0.1 to get the previous version.
I’m sure there is a SharePoint rest api to get all versions from where you could get the previous version number.
@@RezaDorrani Yes we can use the REST API to get that. But was just wondering how you would do it as you often have cleaver ways. :)
@@conaxlearn8566 I have not thought about it from a doc lib perspective :)
Hello Reza! Excellent video, very good tips! I'm wondering if you could help me. I have a sharepoint list that has calculed colums that informs if the "actions" are expired or not. By that, everyday all of the actions are updated according to today (). But people change date, title or definition into these items, so instead of sending everyone an e-mail (because all of the data are updated -modified- everyday), how can I "ignore" that and send an e-mail only if some specific columns were changed?
I do not have a video reference on this scenario and would have to try it out to provide guidance. I recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
@@RezaDorrani Thanks for the support. I'm getting an error in my flow, in "get previous values" my input are exactly the same as yours, but the output is different.
INPUT
"\"ID\":false",
"\"Title\":false",
OUTPUT
[
{
"ColumnName": "\"ID\"",
"Value": "false"
},
{
"ColumnName": "\"Title\"",
"Value": "false"
]
As you can see, the output is different, because in the video the output is only between single quotes in ColumnName.
The codes i'm using are (Get previous values > Select):
split: split(replace(replace(string(outputs('Get_changes_for_an_item_or_a_file_(properties_only)')?['body/ColumnHasChanged']),'{',''),'}',''),',')
ColumnName: replace(split(item(),':')[0],'''','')
Value: split(item(),':')[1]
Could you verify if i'm doing something wrong?
@@mauricioboufleur2893 I cannot verify here on chat + I will have to reproduce your issue to know the reason. Best to post your issue with screenshots on forums.
Hi Reza, thanks for the video! We used part of your tutorial to get the changes via Power Automate into a SP form modified with Power Apps. Storing a string variable that we later split in PApps into a collection, to be displayed in a gallery. Everything works great, except the Modified column. This column has a date with the hours, and then when we split the values by ":" characters to get a field name and a value, it gets trimmed and shows only 3 characters. I've been trying unsuccessfully to change the date format between the flow steps before the final string is generated. Could you give some advice? Thanks in advance! Kind regards.
I do not have a video reference on this scenario and would have to try it out to provide guidance. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi @RezaDorrani, I enjoyed this video so much and it brough me so much closer to what I am trying to achieve, which is to send out an email that shows latest changes to a list item (with before and after value). However, there are many steps missing in this video -where can I get a video instruction of the steps that were left out in this video? I'd highly appreciate your feedback on this. Thank you! Ellen
Did you check the flow link shared in video description?
@@RezaDorrani I went to the GitHub link but found the documents only and not further instructions. Is there another link you refer to?
@@ellenh4666 It includes the flow export. You import it and check the code.
I dont have any further steps documented.
@@RezaDorrani Ah, I see. I wanted to build it step by step myself to adapt as needed on the go. I'll try the import then. Thank you so much!
@@ellenh4666 You can always import and learn from it.
This is awesome Rezza. However I am not getting the value of Previous value. Only the time when it was modified.
Most welcome!
I am not sure why you would not see the details.
Hi Reza, thank you so much for this video - it has made my life so much easier, and helped me to understand flows much better!
Just one question - I really want my email to show both the old value and new value for any column that has changed. I have got a bit lost at the Sprint section of your video where it goes into that, so I was wondering if you have any resources that go through how to do something similar, but a bit slower?
Thanks.
I do not have other resources. You can always slow down playback speed of TH-cam video. Video description also has link to download sample flow for learning purposes.
Hi Reza, thanks so much for your suggestion - I have been looking through your sample flow and playing with a similar one of my own. And am so close to it working - I am just stuck with the ‘Filter and get new value’ part. When I run it, the output of this part is an empty array. Do you have any ideas on where it could be going wrong?
@@charlotte7095 I have not come across this issue hence not sure. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com/
Okay, thank you I will do. Just to doublecheck - the ‘Filter and get new value’ step is of type Filter Array?
@@charlotte7095 Video description has link to download the flow. You can check all the logic in it.
Thank so much Your channel is a Gold. Well done Reza, please make note if you can do in the future, invoicing functionality so you can add multiple products and calculate total amount and quantity and saved to SharePoint Thanks.😍
I make videos when I get multiple requests on a particular topic.
Every quarter I ask subscribers for topic suggestions on the Community Tab of my TH-cam channel.
Subscribers vote for topics and the highest voted topics get added to my backlog.
Make sure you post this in the next topic suggestion post. If it gets a lot of votes, I will add it to my backlog.
Hi Rezza, thank you for the awsome videos. Just a small query is there any way that after we mention someone in a SharePoint list using @ symbol and you know how you get the link as an open ticket in the email and the user straight away get access to the ticket and can make changes. Can we stop them from accessing the list and make changes? Kind Regards
I do not have a video reference on @ mention scenario and would have to try it out to provide guidance. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.
Hi Reza
Really good effort, thanks for this video, but still one issue. HTTP is showing old column names, how to get renamed one, my list is old and lots of records and approx. 80 fields, and part of running application so can't create a new list.
Is there any way to take current names?
I believe it would give old names as those were the names for your old version. Not sure if there is any way around it. I will recommend checking or posting your query on forums in case someone has a workaround for it
powerusers.microsoft.com
This is awesome..! Question - in the Track Fields action... Is there a way to rename each Key so it doesn't show up in the email (HTML table) as "Field_x0020_Name". Would like for it to show as "Field Name" - for example...?
Best would be to give good column names in SharePoint to start with.
Field_x0020_Name typically means the internal name and of column is such.
To rename these in flow, you would need to write expressions to replace _x0020_ with empty space
@@RezaDorrani Thanks Reza…
Any chance of pointing me the direction to get the expressions created…?
@@jcweis469 Forums will be your best bet.
powerusers.microsoft.com
hi did you get solution for this
@JC Weis
Thank you for the video it is very detailed and that you for making the files available for review. Is there a way to change the column name to something else before it is inserted into the HTML table Several column names are Shortened or when the list was built the column names were not named using good naming practices, so I would like to change them prior to then begin inserted into the HTML table and eventually into the email
That would be a decent amount of work and use of expressions. I am not aware of an easy way to do it.
@@RezaDorrani Alright thank you
Hi Reza,
I am currently starting and working with PA and your Videos are a tramendous help. Thanks a lot.
I have some difficulties in downloading the expressions e.g. for "select". May I ask you to help me with this?
Thanks a lot and again, congratulations on your work!
I must have the same problem with the " { " then @jmci24 and figured out that the expression failes if the " ) " (as part of replace) is included in the this term: '{',''),'}'. Do you have any idea why this causes an error? Thank you
I have made the flow available for download which has the expressions - you can look at it.
As for the issue - I have not come across the mentioned issue and hence not sure what the reason for your issue is. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com
@@RezaDorrani
Thanks, I will check that.
Hi Reza! GREAT VIDEOS and GREAT CHANNEL!!!!
Question: If I want to creat a backlog sharepoint list with all the changes instead of sending them by email?- Is it possible?
Ex: Field A / Old value / New value / who changed / date of change
Version history already has all that information. But if you would like to store it in a separate list, then that is possible.
Hi Reza,
Kudos to your hard work that u have put in to make this video. Instead of sending mail with updated and old values ,Is it possible to create one item with all the details in new sharepoint list?
Possible
hi Reza, this is a great flow and really helps me troubleshooting a lot of things..... However, i have noticed that if the Person column is amended then the Previous Value is not populated in the email. Any idea why and how the flow should be changed to capture Person's column change?
I will have to look at your flow in action to provide guidance. Not sure I have tested it with person column change. I would recommend posting your issue/query with screenshots on the forums at powerusers.microsoft.com
Hi Reza, your videos are just amazing. Many thanks for your hard work for the community!
Could we use the same approach to track "real" changes of documents? Example: I want to only trigger a certain approval, if the content (!) of a file has been changed and want to ignore changes on the metadata.
I am not sure about content within documents. This feature only gets metadata info.
Hello, I have this exact same question, but my "solution" uses the track changes as in the above video, except the other way around.: if all of my columns have the "false" value, it means a content change has triggered the flow.
But I'm open to better solutions.
Edit: Condition has a choice option of "Has Column Changed: ", so you could use this instead
this is a really good tutorial and your videos are very useful. one issue i came across with this tutorial is that my previous value is always blank. is there any reason for this?
Found the issue.. my columns have underscores. a simple 1 word without space or underscores works.
Great
Looks like you found the issue
Thank you Reza. I need to only run it as a trigger condition if a field value has been changed, not if a field value equals something. So I wonder how to write that trigger as an @change not an @equals?
There is no trigger for that since you would need to get the previous version of the item to know it if has changed or not
Dear Reza, You nailed it again. Is there any way to capture who has modified the list columns in the tracking?
Modified By column has that information.