Build a safety issue solution using SharePoint and Power Automate- Part 4

In the first three parts of this blog series (Part 1, Part 2, Part 3), we used Power Automate buttons as a way to report safety issues and store them in a SharePoint list. We created an approval and categorization process for the “admin” of the safety issue solution. Will we finish things off by notifying and assigning the safety issue to the respective repair/response user.

Let’s start by adding two additional columns to our Safety Issue list:

  • “Date Assigned” a date column.
  • “Comments” a multi-line text column.

Now we will jump into Power Automate and create a new Flow that will trigger based on the categorization of the safety issue, i.e. “Sharp or protruding edges”. Create a new Flow by clicking “Automate”, “Power Automate” and then “See you flows”.

Click “New” and then select “Automated – from blank”.

Use the SharePoint “When an item is created or modified” trigger, provide a Flow name i.e. “Safety issue assignment” and then click “Create”.

Set the trigger to your site and list name.

Add a “Condition” action and then:

  • Set “Choose value” to “Status value” from When an item is created or modified – Safety Issue; set the operator to “is equal to”; and “Choose value” to “New”.
  • Click “Add” and then “Add row” to add another condition.
  • Set “Choose value” to “Status value” from When an item is created or modified – Safety Issue; set the operator to “is not equal to”; and “Choose value” to a “Null” expressions.

In the “If yes” condition branch add a SharePoint “Get items” action and then:

  • Set the trigger to your site and list name.
  • Set the “Filter query” to “Title eq ‘@{triggerBody()?[‘IssueType’]?[‘Value’]}’ and Title ne ‘Admin'”.
    • Where @{triggerBody()?[‘IssueType’]?[‘Value’]} is “Issue Type Value” from When an item is created or modified – Safety Issue.

Add a “Apply to each” Condition action and then:

  • Set “Select output from previous steps” to “Responders” from Get items – Safety Issue Type.
  • Add an Outlook “Send an email (V2)” action and then:
    • Set “To” to “Responders Email” from Get items – Safety Issue Type.
    • Set “Subject” to “New @{triggerBody()?[‘IssueType’]?[‘Value’]} safey issue assignment“.
      • Where @{triggerBody()?[‘IssueType’]?[‘Value’]} is “Issue Type Value” from When an item is created or modified – Safety Issue.
    • Set “Body” to “A new ‘@{triggerBody()?[‘IssueType’]?[‘Value’]}’ safety issue has been assigned.

      Details listed here: @{triggerBody()?[‘{Link}’]}”>@{triggerBody()?[‘{Link}’]}

      Please set Status to ‘Closed’ when the issue has been resolved.
      • Where @{triggerBody()?[‘IssueType’]?[‘Value’]} is “Issue Type Value” from When an item is created or modified – Safety Issue.
      • Where @{triggerBody()?[‘{Link}’]} is “Link to item” from “When an item is created or modified – Safety Issue”.
  • Add a SharePoint “Update item” action and then:
    • Set the action to your site and list name.
    • Set “Id” to “ID” from Get items – Safety Issue Type.
    • Set “Status Value” to “In-progress”.
    • Set “Date assigned” to “Modified” from When an item is created or modified – Safety Issue.

Save the Flow. My completed Flow looks like this:

To test the Flow run “Safety issue response” from the previous blog post of update an existing Safety Issue entry and set “Status” to “New”.

When the “Safety issue assignment” Flow executes the responder will receive an email similar to below. The Safety Issue entry “Status” will be set “In-progress” and the “Date Assigned” will be populated.

When combined, SharePoint and Power Automate make for a very useful platform for building solutions that help users fill the voids left by larger IT systems. The Safety Issue solution we built in this blog series was a no-to-low-code solution that utilizes tools already in every O365 users toolbox.

Reflecting the stages of the business process and adding value through automation are the hallmarks of this solution and should be your goal when using SharePoint and Power Automate as a platform for making tools that help your users.

Thanks for reading.

NY

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