Power Automate for a selected item SharePoint trigger

[@HannahKennedy84]

The first 8 minutes gave me exactly what I needed to start the flow I'd been trying to figure out all morning! (Trigger email report for selected item). Thank you so much!

[@ShanesCows]

Awesomeness 🤩

[@AdiCristea]

As Patrick LeBlanc would say, we're not lazy, just efficient! :) Thanks, Shane, for another gem!

[@ShanesCows]

Efficient! I love it. 🐶 Hopefully you can make office hours in a couple weeks. I think Daniel might have to do the morning by himself. 🤩

[@AdiCristea]

@@ShanesCows on it

[@ellioto7390]

Hey Shane, love your videos, there is always one for the problems I am working through. I have an automation that sends an email from sharepoint using the for selected item trigger. I sometimes need to add an attachment and sometimes I don't. I have made adding one optional in the get selected item portion of the flow, as you describe in this video. When one is attached the flow works as intended. However, when I don't attach one, it fails. Do you need to adjust something in the send email v2 portion or is there another piece that I am missing? Thanks, and keep up the great work, you are an amazing resource.

[@meisterspectrom7061]

Great enthusiasm while you teach bro, I really appreciated this vid!

[@ShanesCows]

I appreciate that! Tech is boring, doesn't mean the presenter has to be. 🤪

[@cvkealey]

Great look at a very practical bit of functionality. One thing I'd add is that 9/10 times, I use a Compose action or string variable to store the contents of emails/messages. This makes it easier if you first build the flow to send an email and later need to change over to posting to Teams (or something else). If an Approval is involved, it can get a little messy (because they use Markdown while everything else - or nearly everything else - uses html), but it's still better to have that content "centrally managed".

[@chap666ish]

I much prefer to use string variables in flows - that way you can give them sensible names which helps document the flow.

[@ShanesCows]

I like it Chad. Chap I have heard (not confirmed) that Compose is more performant in flows than string variables. Take that with a grain of salt though. Working well is always most important in my book.

[@cvkealey]

@@chap666ish Generally speaking, if I need to "build" the contents (ie: append data to it), I use a string variable. If it's basically static ("build once"), I use Compose. Apparently there is a performance "cost" to using variables. I've not seen it myself, but other (much smarter folks) have reported that and recommend Compose as a more efficient option. I just make sure to name those compose actions carefully so I know what's in there!

[@svajuneklemkiene7266]

Hi, Thank you. Your videos are great. But I've faced to a problem with these manual triggered flows: is it true that they work only in default environment?

[@moetoledo]

Great video, thank you! Is it possible to trigger this flow from PowerApps for selected item from a gallery?

[@andersbruunjensen6658]

Great videos with help on Power tools. :-) I have one question. Is there a video where I can see how to grab more than one line in a SP list? Eg in this case if you wanted detail for both Chewy and Adeline. And let's say you mark both lines all the way to the left of the ID numbers.

[@andersbruunjensen6658]

will use Automate to extract the information out in SP

[@ShanesCows]

Not that I know of, you would need a POwer Apps app to select. For A Selected Item only works for one item as far as I know.

[@noNumber2Sherlock]

Groovy Tan Shane. Thanks as usual for the great stuff and you being you!

[@ShanesCows]

Happy to help

[@noNumber2Sherlock]

​@@ShanesCows And if you don't mind me saying, cute as a bug! :)

[@ShanesCows]

Awe shucks. Thanks. 😊

[@alfredostocco6020]

Fantastic video! Thank you! I have a question... There is a way to make a power automate flow for more than one item selected in the list?

[@davidfdl573]

Awesome video, thanks! Do you have a solution to trigger the flow from gallery view with json ? I am trying to use the trigger "for a selected item", but for a reason I ignore, when I click on the button I created with json, the flow doesn't consider the item as "selected" in gallery view and can't be runned. I can't find a solution even if it is working fine in list view. Thanks for your insight!

[@justicegoto5451]

Thanks alot again Shane for the video, very insightful and informative. I have a question to ask like how do you handle a situation whereby you have two lists - Master list (Form) and Primary list (Gallery ) like this video you did before - "PowerApps Repeating Tables like InfoPath Part 1 - Enter the data " How then can one showcase on start and wait for an approval email body the list items table for a specific ID from (Primary list) of the person who sent request so that Approvers do not need to go to the Attached link to see the items requested for but just see everything requested for on the approval email body .

[@leokearns1221]

Shane, O saviour of SharePoint and all things Powerapps related. I have a question related to the above video. I have been searching all week for a solution. What I an trying to do is a e-learning site with a library but am stuck with how do I run a flow based on a list item getting opened? I don't think its an option. Any Ideas. Basically its a site with a list item which has an attached video file. I am trying to achieve when they open the list item or video attachment that it will create a list item via flow. Any brainiac ideas or where I should look? I was thinking of json or similar with a web part button to but ran out of knowledge. ANy guidence greatly appreciated. Your channel rocks fyi. Cheers Leo

[@ShanesCows]

Hey Leo... I got nothing. :( Maybe build a Power Apps app and have them access the items and videos from there then you can add logic. But to just plain SharePoint? I got nada.

[@leokearns1221]

@@ShanesCows Ah thanks anyway Shane. I am trying to convince them the power apps route for it too and use above. FYi for any one stuck on this I have just found buried in a MS document that the trigger of on open is not supported in sharepoint and power automate and so I threw in a feature request. Cheers Shane. I have learnt so much from this channel. Much respect from Ireland!

[@Mahmoudalgindy]

Thanks Shane for keep posting 🌹 🙏🏻 useful toturials

[@ShanesCows]

Will do!

[@branzo79]

Hi Shane. Is there a way to do this from a custom list that already has the email contact (using the person or group column type) within the list? So, if I select multiple items (users/ or a single user) in a SharePoint list, can I self trigger an email to that user or users? Or if I filter the list down based on my custom column criteria, can I then email the filtered user list? This would be amazing. Thanks Shane.

[@asimrehan73]

Thanks for another tips video Shane.

[@ShanesCows]

Glad to help. 😀

[@valdrinqyra6726]

Thank you for the videos! Although I have a problem that I yet cant solve, even after searching among you videos. The problem is as follows: I am using Power Apps to create new project folders with the help of Power Flows. After creating the folder for the project, I would like to copy in a template folder with numerous template subfolder and files. Do you have any good ideas of how to do this?

[@ShanesCows]

There is a copy file action in flow that should work.

[@valdrinqyra6726]

@@ShanesCows I have already tried that, and still it does not work, do you do this in any of your videos?

[@sravankasyapkaranam3247]

Hi Shane, I was wondering if this is possible. After a flow is started on an item or a file, it shows a quick on screen output notification "Started flow [Flow Name]". Is it possible to customize that output message?

[@ShanesCows]

Not that I know of.

[@dunc199999]

Hi Shane, do you have any techniques for applying the For a selected file action flow to multiple document libraries/sites other than creating a separate flow for every library/site?

[@ShanesCows]

I don't Duncan :(

[@Hotoxen]

Hey Shane, I greatly appreciate your videos about powerapps and recently power automate! I've learned alot over the last 2 years from you! A quick question, do you have a video which covers the topic on how to delete files from a document library after a certain amount of time, same goes for lists. I've built some sort of a visitor-form for our company where you have a pen input and we are only allowed to store the data up to 30 days. After these 30 days, the element in the list needs to be deleted and also the signature which is a jpg file in a document library. Greetings from Austria!

[@ShanesCows]

Yes and no. This video kzbin.info/www/bejne/p3jUooSgfLKopJo shows you how to run a flow every day to check for items that meet your criteria via an oData query. You would then need to add logic to loop through and delete them. Shouldn't be too hard.

[@fisk33333]

Hi Shane. I love your videos. Extremely helpful now that i'm trying to transition from SPD workflow and Infopath to the Power Platform. For some reason, I cant' seem to figure out how do one thing in power automate that I could do in spd workflow in five seconds. I can't seem to find the right action that will update an item in a SP list, based off a common field in another list. And the strange thing is, I can't seem to find it anywhere after searching youtube and google. I'm using the Update List items action, but I dont see any way to link the two lists on the column i've created. Any thoughts about this?

[@stephendarier1390]

Thanks for a awesome video. Have you done a video where you get the thumbnail into SharePoint from power app?

[@ShanesCows]

I talked about thumbnails in Power APps in this video kzbin.info/www/bejne/q17FaapvmsZkoc0

[@stephendarier1390]

Thanks super fast response really learn from every video of your...

[@fidomcvitie9418]

Hello Shaun, Great video. At 11:05 you say it shows up in Sharepoint if the flow is in the default environment, but what if I want my flow to run from a non-default environment? Is there a way for it to show in Sharepoint? I mean the default enviroment is meant for personal productivity really, so not great for business flows :)

[@carolynncoy8606]

Thank you this was really helpful. i was all off with Get items and not item. not I am trying to use the drop down options to trigger. still working on that

[@ShanesCows]

You will get it. 😎

[@bassplayer97]

I love the fact that you make mistakes the same way I do and then show how to fix it. Makes a world of difference. So... what if i want to send multiple items from that SharePoint list? Like, select Adeline AND Clay the Dog and get it to trigger?

[@ShanesCows]

I don't think you can select mulitple though I haven't really tried. 😐 It would changes the output to a table which I think would confuse a lot of things.

[@vinodkumarg4643]

Hi Shane, Just curious, I have created a Selected Item flow and it needs to be shared with all users of the site, only if it is shared site users can use it , we are not able to add AD groups or SharePoint groups to the share option. How to handle such scenarios. Any best practices or solutions. Please share if found.

[@dtodounpocomx_nl]

Is there a way to fire/trigger manually a flow and trigger it if a new item is created? I’m migrating a flow from nintex and it has the ability to start manually and start when items are created, can be this possible in power automate? If not, is there a workaround / another option ?

[@fernandoalsina9368]

Very interesting video Shane, thank you. Just a question about lists and photos: Would you manage your Site photos as a column of your list, or would you store them in a library? What about if you want to manage metadata like "location", "date picture taken", other EXIF metadata? I think this could be an interesting topic for one of your videos. Thank you.

[@josephbloom7410]

Shane I built a workflow on a SharePoint list item but it's only available for me to run. How do I give other users the ability to run the same flow

[@davidregis2693]

Thank you for the info. What if we add file input under the first step, how do you add the uploaded file to an email?

[@marylee2188]

Thank you Shane. I treid, but on Sharepoint side, all sub-menus available under "Automate" are "Create a rule" and "Manage rules". Is my setting wrong?

[@ShanesCows]

YOu have to select an item before the options show up. Also, make sure you built the flow connected to that SharePoint list.

[@marylee2188]

@@ShanesCows Thank you for your prompt reply. Yes, that's exactly what I did before I asked the question. So, I'm wondering if there is any restriction???

[@hannagolingi7494]

hi I have the same problem. I want to send an email to the email in a specific column on the line item IF a column in that line item shows a value i.e if Yes in column B send Reject email. the data is populating from MS Forms with a Flow already built. All the template Flows for sending emails including conditional triggers have the input for the email 'To' recipient as static and pre-decided (always to me, or manager, or group). I need it to send the email in the column on that line. Can you point me to a video or what Flow template I should use to do this?

[@martinargimon730]

HI shane. I cannot find any more in "Flow" the trigger 'For a selected item", have they removed it ? how do i tackke this issue ? pls help Thx a lot . Martin

[@ShanesCows]

In the top right corner turn off the new designer. The old flow studio still shows it :)

[@martinargimon730]

@@ShanesCows thanks a lot !

[@symeonlazarou961]

Hello Shane, Thank you for your video! I run an approval flow with the "For a selected file" trigger. At the testing environment is working great. Also when I imported at the production env was still working. Since today, that the power Automate licenses were activated in the production env, I am getting an error when trying to run the flow, the error is "The Workflow "xxxxx" could not be found". I checked the id's of all the flows and no one matching this "xxxx". Any idea what can the problem be?

[@joelrichters]

Hey... I have a person field... which I want to format into a button. If I'm in the field show a button to trigger a flow, if I'm not in the field show a different button to trigger a different flow... is this possible?

[@DavidWallach-n9b]

Is there a way to use this trigger for multiple selected items? I can't use any solution involving SPFx. I did find this possible solution but it's rather vague: "Create a child power automate flow which will receive item ID from HTTP triggered Power automate flow. This flow can have common logic required for your business use case". I don't suppose you could do a tutorial on this. ;-) Thank you!

[@resrudeboy]

Is there anyway to add the button to launch a power automate flow to a sharepoint page without using a list?

[@ShanesCows]

You could build a simple Power Apps app that just had a button that launched the flow. Then embed that app in your SharePoint page.

[@yoleus]

Hi Shane, this video is exactly what I was looking for, however for me it just isn't working. I get an error on the get item step: The API 'sharepointonline' returned an invalid response for workflow operation 'Get_item' of type 'OpenApiConnection'. Error details: 'The API operation 'GetItem' is missing required property 'body/Response'.' What might I be doing wrong? Thanks

[@louiscutmore]

That. Was. Awesome. Also, did your kids get to school on time?!

[@ShanesCows]

Thanks and they did. Shew! I would have been in trouble 😂

[@mantungkwok773]

Great video Shane! thankyou. May I ask you a question? is there any way that I can hide the Power Automate flow from user according to the metadata. For example, when the "Status" of my document is equal to "Approved", then I want hide the flow "Request Approval" from user. Is anyone have an ideas on this? Thanks for the help!

[@ShanesCows]

I don’t know. Might be possible with JavaScript but not sure.

[@GeorgeLimitsios]

Great tutorial!!

[@ShanesCows]

Thank you! Cheers!

[@nishagupta3343]

Hi Shane, thanks for sharing this video. Can you please help creating a flow (for a selected item in SharePoint) in which an image and data in sharepoint list is populated in a word document using power automate. Thanks in advance.

[@brandi.bw_89]

I love your videos. I knew nothing about TEAMS or SHAREPOINT until my company switched us from Skype. I'm pulling my hair out though because I created a custom form to a list and it just says not working refresh later....we use edge and IE and i just gave up. It wouldnt load in the list view under new or edit nor the embedded link to a page i put my app on. I'm so annoyed. Stuck using MS forms now

[@jeremyjessup7602]

Do u have any videos on using power automate to update a Google sheet when a sharepoint list item is modified. I can make it add new items just fine, just not modify an existing item.

[@ShanesCows]

I don't. I have never worked with Google Sheets before. Sorry

[@epueOne]

Hey Shane, great Video :) Is there a chance you can show how to update an item by email response? For a Ticket system in SharePoint. :)

[@harshiniharshi4771]

I have a doubt when we write a query to search for particular record it will give automatic recorde but I want whenever I click the search button to required records then only I will get output how should I wrote the code?

[@leonardostreit3527]

Can I trigger with yes/no column in the list to send a email?

[@ShanesCows]

Yes, you could use the flow trigger when an item is modified, check to see if they set the column to Yes and then send an email.

[@brandi.bw_89]

Did they deprecate this trigger? I can't find it!?

[@ShanesCows]

I just looked and I still see it. Are you in the default environment, the trigger only works there .

[@jfwong1807]

hello i created my flow but it doesnt appear when i click an item in my list and select automate? :(

[@ShanesCows]

Did you create the flow in your default environment. I think that is a requirement

[@jfwong1807]

@@ShanesCows yep, i ended up trying to have it as a button in the format json. but it don’t seem to run anything either

[@BMTinSoCal]

Hi Shane. Great video. I would like to email OUTSIDE my organization and attach CERTAIN files that are contained in the SharePoint List item. How do I do that?

[@TheToni2123]

Thx again

[@ShanesCows]

Glad to help. 😀

[@dtodounpocomx_nl]

Is there a way to fire/trigger manually a flow and trigger it if a new item is created? I’m migrating a flow from nintex and it has the ability to start manually and start when items are created, can be this possible in power automate? If not, is there a workaround / another option ?