Power Automate SharePoint Item Modified flow | Track Column Changes (Version History)

[@DijiDangle]

Best, most informative Power Autmoate video I have ever seen. I'm on a high from this. You rock my world Reza.

[@RezaDorrani]

Thank so much

[@LOGICALLYYOURS]

I can see a tremendous effort behind these videos. Your channel is a treasure. Well done Reza!!

[@RezaDorrani]

Thank You so much for appreciating the efforts.

[@dougydoe]

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.

[@RezaDorrani]

So happy to hear the feedback and I completely agree - best way to learn is by building apps/flows step-by-step.

[@Aditya-qt9vp]

Really useful video, it makes me realize that many of the functionalities are possible which I earlier labeled as "not possible " or "not supported "

[@RezaDorrani]

Glad to hear that. Possibilities are endless.

[@thomasthuene3173]

The amount of detail in your presentations is fantastic. I learn both, tactical details and overall understanding of how the Power universe works.

[@RezaDorrani]

Thank You

[@robofski]

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!

[@RezaDorrani]

Great tip

[@yambodji]

Great tip, thanks a lot

[@SJV992]

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.

[@RezaDorrani]

Thank You so much!

[@vinaydeep557]

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..

[@RezaDorrani]

Most welcome

[@joanconnelly9547]

This is perfect Reza - thank you so much for all of your hard work. I know we all really appreciate you!

[@RezaDorrani]

Thank You so much for watching and liking the content

[@jost9937]

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!

[@RezaDorrani]

Glad to hear it! Thanks for watching and liking the videos

[@yaynative]

This got DEEP 😮 Would have taken me like 6 months to figure this out 😅

[@colby4390]

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?

[@RezaDorrani]

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

[@oluwatobiyusuf]

I gained more insight into the power of Power Automate. Thank you Reza

[@RezaDorrani]

👍 thank you

[@anelenoroita]

Thank you, man, you're a star. A complete detailed tutorial for writing expressions will be very helpful!

[@RezaDorrani]

Here is that tutorial- kzbin.info/www/bejne/hWqaepd5l8uAh6s

[@niranjandas3295]

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]

Thank You so much for your kind words

[@niranjandas3295]

@@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?

[@RezaDorrani]

@@niranjandas3295 You will need to write additional expressions for these type of columns. It does require more work.

[@niranjandas3295]

@@RezaDorrani, I am on it. Thank you😀

[@ronn_zw]

Brilliant Reza!!! Just Brilliant. Thank you

[@RezaDorrani]

Most welcome

[@bilaljafrani4096]

Great flow, love the explanations! I believe it works only if your SharePoint names (and hence the internal field names) are simple.

[@RezaDorrani]

It should work for any name

[@yougiri08]

Excellent information. Great efforts from you to explain in-detail.

[@RezaDorrani]

Thanks

[@subodhbaid8619]

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!)

[@RezaDorrani]

Expressions tutorial kzbin.info/www/bejne/hWqaepd5l8uAh6s I have a new video coming tomorrow which has more new expression functions.

[@mdhidayat5706]

Awesome video! ✌️😉 Your method is easier to read once setup than the default email version history sent from SP.

[@RezaDorrani]

Glad to hear that! Thanks so much for watching.

[@troublekick]

Excellent video! Appreciate all your efforts and passion to explain these in detail, with why, how & what. Wholesome! Thank you mate.

[@RezaDorrani]

So nice of you. Thank You for watching.

[@markotis8763]

Super helpful. Thank you!

[@RezaDorrani]

Most welcome

[@sagarpatel3175]

Great Effort Reza. Appreciate you putting so much energy in making this videos.

[@RezaDorrani]

My pleasure!

[@brankomilic1]

Thanks so much for your videos. I learn a lot with you.

[@RezaDorrani]

You are so welcome!

[@ankitmatoria2496]

Amazing explanation ReZa.. Saved my day. -Thanks

[@RezaDorrani]

Most welcome

[@norweegie9909]

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

[@RezaDorrani]

Once you save the flow and edit flow again, it transforms it into value. Both will give same output.

[@MrBobgrover]

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?

[@RezaDorrani]

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/

[@MrBobgrover]

@@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!

[@tibortot8148]

Thank you. Very neat and effective walk through.

[@RezaDorrani]

Your most welcome

[@rebeccagourley4480]

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.

[@RezaDorrani]

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.

[@MrNillock]

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 😜

[@RezaDorrani]

Advanced question would need an advanced video :) Let’s first see the response to this one. Start is slow.

[@philjones3445]

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?

[@RezaDorrani]

You can use select data operation action and map new column names.

[@darrelthompson]

That was extremely helpful. Thank you so much.

[@RezaDorrani]

You're very welcome!

[@akshaynm]

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

[@RezaDorrani]

Glad it was helpful! Thanks so much for the wonderful feedback.

[@AnamAhmed-t8d]

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.?

[@RezaDorrani]

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.

[@AnamAhmed-t8d]

​@@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]

@@AnamAhmed-t8d Thats send an email with options action. Check documentation on that.

[@AnamAhmed-t8d]

@@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.

[@RezaDorrani]

@@AnamAhmed-t8d kzbin.info/www/bejne/rXqsZmd8oZKfd80si=kqjLNpxL4IUicqcF

[@saifkazi8504]

Fantastic video ! Always learning abundance of knowledge from you 👍

[@RezaDorrani]

Awesome, thank you!

[@saifkazi8504]

@@RezaDorrani please make video on API Integration in Powerapps

[@RezaDorrani]

@@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.

[@marcphylo2960]

Amazing, Thank you for your videos @Reza I learn very fast by following you.

[@RezaDorrani]

Happy to hear that!

[@lloydtom7429]

Thank a lot for this video Mr Dorrani, very very helpful :)

[@RezaDorrani]

You are very welcome

[@AGTfan-se5ql]

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?

[@RezaDorrani]

Video description has link to download flow. You can check the logic in it.

[@alondraespinal5115]

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]

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

[@alondraespinal5115]

@@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.

[@RezaDorrani]

@@alondraespinal5115 I dont have another video. I will recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com

[@danielashercabero1093]

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. :)

[@RezaDorrani]

Video description has link to download the flows for learning purposes

[@eduhazard]

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.

[@RezaDorrani]

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.

[@prajwalskateel]

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

[@RezaDorrani]

Currently not with the SharePoint trigger.

[@soniareyes8739]

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?

[@RezaDorrani]

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.

[@MamaBear5555]

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.

[@RezaDorrani]

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

[@shivamsrivastav7938]

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!

[@RezaDorrani]

Most welcome! Video description has link to download sample flows shown in video for learning purposes.

This is awesome. Thanks Reza. Perfectly explained. 👍🏻

[@RezaDorrani]

Your most welcome. Thanks so much for watching.

[@HusGNR]

Thank you very much, Reza! Been watching your videos for a while now, and this one was one of the most useful videos that one could think of - music to business users’ ears 😄! Q: Would this flow be less practical if there’s another flow (for the same list) that has some UPDATE actions? I imagine that would make the user who created the flow as the Editor of that item… 🤔 Thanks again, and keep up the great work 👏🌷

[@RezaDorrani]

Thanks so much!

[@vcp619]

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]

Use create item in action and save the data in other list

[@vinayayinapurapu]

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).

[@RezaDorrani]

If you try peek code on the flow action to get item changes, it should give the underlying rest api call info.

[@mauricioetienne3379]

Great video Reza, thank you very much! Are we able to do the version history in Dataverse? 🤓

[@RezaDorrani]

Dataverse also has auditing. I don’t have a video reference on it though.

[@atanwood]

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?

[@RezaDorrani]

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.

[@diegoalv7250]

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?

[@RezaDorrani]

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.

[@Saurabh.singh97]

Amazing videos, i love your work. Your videos have helped me alot at work 😊

[@RezaDorrani]

Thanks

[@ronisilva4132]

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]

Most welcome! I have not experienced any issues with this hence not sure.

[@darshanshah9710]

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!

[@RezaDorrani]

I dont think I do. I will recommend checking on the forums at powerusers.microsoft.com/ in case someone has done something similar.

[@keithmaly904]

brilliant video, as always! really appreciate the efforts you put into these

[@RezaDorrani]

Glad you like them!

[@keithmaly904]

@@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!

[@RezaDorrani]

Single

[@adnanqureshi1979]

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! I'm not sure of the steps to do that.

[@adnanqureshi1979]

@@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?

[@RezaDorrani]

@@adnanqureshi1979 I would have to try that scenario to know how

[@adnanqureshi1979]

@@RezaDorrani Thanks. I am researching too. If you figure it out, could you please post the solution here please? I will do the same.

[@RezaDorrani]

@@adnanqureshi1979 I have no plans to investigate on this one. Il be waiting for your findings

[@annguyen250989]

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 ?

[@RezaDorrani]

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.

[@qaizaar]

Wealth of knowledge in this one!

[@RezaDorrani]

Thank You

[@abeerasad3596]

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!!!

[@RezaDorrani]

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

[@abeerasad3596]

@@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!!

[@Will-ny8yf]

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.

[@RezaDorrani]

Thanks! I think you did not complete your question

[@Will-ny8yf]

@@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]

@@Will-ny8yf You could try that

[@Will-ny8yf]

@@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?

[@RezaDorrani]

@@Will-ny8yf Not sure to be honest. I would have to try this out to know more.

[@DhruvPatel-sq2hq]

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

[@RezaDorrani]

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

[@DubGee007]

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]

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.

[@DubGee007]

@@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.

[@RezaDorrani]

@@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

[@MrMytubejc]

Brilliant example, it would be good to show a modified version of this where the column changed is a people column.

[@RezaDorrani]

Thanks! Currently, no plans for a follow up video for this.

[@shafquatzaman6382]

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

[@RezaDorrani]

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.

[@MatthewGeorge-ej6du]

Very Good, 5 star, , can you please put the long experession for splitting replacing from body/column has changed

[@RezaDorrani]

Video description has link to download the flow.

[@karolinaunderwood1039]

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?

[@RezaDorrani]

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

[@nitishbhardwaj4115]

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 :)

[@RezaDorrani]

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

[@cindymitchell0614]

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?

[@RezaDorrani]

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.

[@cindymitchell0614]

@@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

[@sayantansen1003]

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?

[@RezaDorrani]

Possible

[@GreyDob]

Again an amazing solution !

[@RezaDorrani]

Thank You

[@lavieenrose4310]

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?

[@RezaDorrani]

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.

[@lavieenrose4310]

@@RezaDorrani are you able to share a video of extracting SP item versions ie via powershell or powerautomate?

[@RezaDorrani]

@@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 KZbin 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.

[@radhikaM914]

Very nicely explained. You make it look so easy. (But this is super complicated :) )

[@RezaDorrani]

Thanks Radhika

[@basehumax]

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.😍

[@RezaDorrani]

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 KZbin 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.

[@Bozo19660]

Thank you Reza, I would like to ask - your trigger condition is fired when Priority column is 'critical'. So when anything else at all in that item changes, the trigger condition will fire while priority is critical. What would be the trigger condition so that it only fires when Priority is changed to critical and that it doesn't fire when anything else in that item changes? It only fires when Priority is set to critical. Much appreciated.

[@RezaDorrani]

There is no option in trigger conditions to fire only when a particular value changes to something. It will fire when item is updated and value is critical.

[@Nolan.Azuela]

This is awesome Rezza. However I am not getting the value of Previous value. Only the time when it was modified.

[@RezaDorrani]

Most welcome! I am not sure why you would not see the details.

[@asheerhasan5680]

Dear Reza, You nailed it again. Is there any way to capture who has modified the list columns in the tracking?

[@RezaDorrani]

Modified By column has that information.

[@MayValeros]

This is exactly what Im looking for. Thank you. I'm new with PA and I don't have programming experience but I was able to follow you're clear instructions. My problem though, I created the SharePoint list from excel and it created internal column names like field_2, etch and that's what shows in my email. I can't figure out how to show the actual column names! Please please help 😭

[@RezaDorrani]

It will show the column internal names. You would have to write expressions to do column name mappings. I do not have a video reference on that though.

[@MayValeros]

@@RezaDorrani Thanks for the response. 😊

[@vjthanasekaran6752]

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.

[@RezaDorrani]

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.

[@nidhiarora7893]

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?

[@RezaDorrani]

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

[@stockgolfs]

This is such a helpful tutorial and very well explained. I only have one issue. I built my SP List initially using an excel table import. As a result, my column names in my Power App, PBI report, and now here sometimes result in "field_#" instead of the actual column name that's displayed in my list. The output of my flow then looks like "field_#" and the value change. To fix this, can I go in to my SP List and manually rename my columns? Although they are named correctly in my list, would technically renaming them fix this or am I gonna have to rebuild :(

[@RezaDorrani]

Those are the internal names and cannot be changes. One of the reasons why I avoid excel table import.

[@stockgolfs]

@@RezaDorrani Ouch. I did some research since asking this and most answers I found said the same thing. I was hoping there would be some sort of method besides rebuilding

[@RezaDorrani]

@@stockgolfs internal names cannot be changed

[@shubhabratadey]

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

[@RezaDorrani]

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

[@kenwilson1621]

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?

[@RezaDorrani]

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.

[@kenwilson1621]

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?

[@RezaDorrani]

@@kenwilson1621I have no idea about this issue. I recommend posting your issue on forums in case someone has experienced something similar powerusers.microsoft.com

[@mairatchaprapa1650]

You are so amazing. Can I ask some question,Can I send 1 email when modifed many rows of data ?

[@RezaDorrani]

Thanks! Probably possible but not something I have tried or have a video reference for.

[@mairatchaprapa1650]

@@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.

[@RezaDorrani]

@@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.

[@mairatchaprapa1650]

@@RezaDorrani OK Thanks a lot

[@ruieduardofernandes2563]

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

[@RezaDorrani]

Version history already has all that information. But if you would like to store it in a separate list, then that is possible.

[@fleurwilliamson5920]

Amazing as always. I found an issue with this that I thought I would share in case it helps others. If you are modifying a SharePoint list with a PowerApps attachment control, the list item will save two versions. The first with all your changes and another with no changes. But the flow only triggers on the second version and finds no changes to report on. My plan to work around this is to trigger the flow on the onsuccess property of the PowerApp. I hope that works.

[@RezaDorrani]

That probably is a bug with the attachments control. Thanks for sharing this.

[@JamesHarrison-l3v]

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

[@RezaDorrani]

That would be a decent amount of work and use of expressions. I am not aware of an easy way to do it.

[@JamesHarrison-l3v]

@@RezaDorrani Alright thank you

[@JudeDominicEstrellado]

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?

[@JudeDominicEstrellado]

Found the issue.. my columns have underscores. a simple 1 word without space or underscores works.

[@RezaDorrani]

Great

[@RezaDorrani]

Looks like you found the issue

[@coralinemillet1367]

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

[@RezaDorrani]

I don’t think there is any option to track attachment changes as there is no versioning on attachments

[@coralinemillet1367]

@@RezaDorrani 👌ok thanks good to know, I will try out another way

[@doschongly1723]

Thank you so much for this video. I have followed your video, I make 3 column changed, but my output just only recorded one column "Title". Please kindly give your advice.

[@RezaDorrani]

Not sure why that would be the case. I recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@MatejVolesini-uv4kc]

Hi Reza, thanks a lot for this, helped me a lot. A question though. I have a "Assigned to" column in my SharePoint list that allows for multiple values. In my scenario, an item can be assigned to one person - that person will receive a notification. However, when I add a newly assigned person, an email is sent to both the originally assigned person and the new one too. Is there any way to prevent this? I would like the email to be sent only to the newly assigned person. Thanks a lot,

[@RezaDorrani]

I have not come across this issue. I would recommend posting your issue with screenshots on the forums at powerusers.microsoft.com

[@sabirrehman8733]

Bundle of thanks.

[@RezaDorrani]

Most welcome

[@NiS-y4y]

Hi Reza, this was really helpful as always :) Just had a question, we are trying to track changes in multiple persons column of SharePoint. The above flow gets data from all versions but is there a way we can get only the differential data? For example, person A & B was assigned to an item. After the change, B was replaced by C. We need the flow to only capture details of C. Is this possible?

[@RezaDorrani]

I don’t think there is an option to just get the differential data in flow. May be graph api may have something. You will need to check graph api documentation.

[@NiS-y4y]

@@RezaDorrani Hi Reza, thanks for your reply. Found a way to store the information in an array and then compare the array to find differential.

[@Jonasman1336]

Great video! Is there a way to get the trigger to work with more than one status?

[@RezaDorrani]

You can frame your trigger condition with logical OR and AND conditions

[@vamsimantripragada]

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?

[@RezaDorrani]

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

[@esbenk.d.jensen9345]

Interesting and very useful - thx

[@RezaDorrani]

Most welcome

[@christianneu1258]

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.

[@RezaDorrani]

I am not sure about content within documents. This feature only gets metadata info.

[@KaireeM]

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

[@jcweis469]

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...?

[@RezaDorrani]

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

[@jcweis469]

@@RezaDorrani Thanks Reza… Any chance of pointing me the direction to get the expressions created…?

[@RezaDorrani]

@@jcweis469 Forums will be your best bet. powerusers.microsoft.com

[@vijaykumarbajjuri8220]

hi did you get solution for this

[@vijaykumarbajjuri8220]

@JC Weis

[@conaxlearn8566]

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.

[@RezaDorrani]

I’m sure there is a SharePoint rest api to get all versions from where you could get the previous version number.

[@conaxlearn8566]

@@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. :)

[@RezaDorrani]

@@conaxlearn8566 I have not thought about it from a doc lib perspective :)

[@SittharthS-m4k]

good Video, I have a situation where we need previous version vs current version Comparision for notifying the approver. I Have maintained email addresses in sharepoint with multiple line option and now I want to compare the previous version vs current version, how we an highlight only the changes

[@RezaDorrani]

You would have to compare values and see if change is made. This video is the best reference I have on this topic.