Learn how to set up a Power Automate cloud flow to send email notifications when records are created or updated in a SharePoint list, a common requirement for teams like procurement. Explore the best trigger option for this scenario.
Table of Contents
Question
A company uses Power Automate. You have a SharePoint list that stores information on service-level agreements.
The procurement team wants to receive email notifications when new records are created and updates to existing records are made to the SharePoint list.
You need to create a cloud flow to meet this requirement.
Which trigger should you use?
A. When an item is created or modified
B. When a file is created (properties only)
C. When a file is created in a folder
D. When an item is created
Answer
A. When an item is created or modified
Explanation
This trigger is specifically designed to monitor a SharePoint list for new records (items) created or existing records modified. When either of these events occurs, the trigger will fire and initiate the associated cloud flow, enabling you to send email notifications to the procurement team.
The other options are not suitable for this scenario:
B. “When a file is created (properties only)” is used for monitoring file creations, not list item changes.
C. “When a file is created in a folder” also focuses on file operations, not list item changes.
D. “When an item is created” only covers new record creations, not updates to existing records, which is part of the requirement.
By selecting the “When an item is created or modified” trigger, you can effectively meet the requirement of sending email notifications to the procurement team whenever new records are added to the SharePoint list or existing records are updated.
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