Tracking Changes in SharePoint List Items Using Power Automate

Overview

• The tutorial demonstrates how to track changes in SharePoint list items using Power Automate.
• It includes sending notifications via email detailing the modified item and its previous values.

Creating a Flow

1. Trigger: Use "When an item or file is modified" trigger in Power Automate.
   • Connect to the SharePoint site and select the relevant list (e.g., "Service Desk").
2. Email Notification:
   • Use "Send an email" action from Office 365 Outlook connector.
   • Subject: "Ticket Updated" with dynamic content for the ticket title.
   • Include the item ID and a link to the modified item.
   • Use HTML for formatting (e.g., line breaks).

Adding Trigger Conditions

• To trigger notifications only for specific conditions (e.g., if priority is critical):
  • Use "Trigger conditions" to specify required expressions.
  • Example: If priority equals "Critical".

Versioning Settings

• Ensure versioning is enabled in SharePoint to track changes.
• View version history in SharePoint for details about changes made.

Getting Previous Values

1. Get Changes:
   • Use the action "Get changes for an item or file properties only".
   • Required parameters: site address, list, and item ID.
2. Identify Changes:
   • Use expressions to identify which columns have changed and gather previous values.

Storing Previous Values

• Initialize an array variable to store previous values and column names.
• Use "Scope" to group actions for clarity.

Filtering Changed Columns

• Use "Filter array" to only retain columns that have changed.
• Retrieve previous values through a REST API call with proper formatting.

Sending Detailed Notifications

• Construct email content to include changed columns and their previous values.
• Use HTML to format the email neatly.

Enhancements

• Link to Version History: Add a link to view the version history of the modified item.
• Selective Tracking: Allow tracking of specific fields rather than all fields.
  • Create an array to specify which columns to track.
  • Send email notifications only for the selected columns.

Final Output

• The email will summarize changes in a table format, displaying previous and current values for tracked columns.

Conclusion

• Effective monitoring of SharePoint list item modifications can enhance project management and user accountability.
• For additional resources, refer to the video tutorial and GitHub repo linked in the description.