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SharePoint "When an item is created" trigger issues

  • 1.  SharePoint "When an item is created" trigger issues

    Posted 7 days ago
    Hi All,

    Hoping someone can explain this situation to me, and possible tell me how to work around it.

    I have an existing SharePoint list with quite a number of entries in it and a flow that is set to trigger when a new item is created in the list.  I've had to make some pretty significant changes to the flow, including moving it to run under a different users context.

    What's happened that is strange is when I enabled the flow for the first time (turn on) the flow triggered for every record that already existed in the list.  This is not what I expected.  I expected the flow to remain dormant until a new item is created in the list.  Because this flow includes approvals, a new approval request was sent out for every existing record in the list.  This means approvers get duplicate notices for items they've already approved in the past.  Causes a lot of confusion for them, and a lot of explaining for me.

    Is this how the "When an item is created" trigger is supposed to work?  If so, is there a different trigger I should be using?  If so, is there a work around for this? If not, how can I get Microsoft's attention on this?

    Thanks in advance.

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    Brian Tower
    Senior Digital Technical Specialist
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  • 2.  RE: SharePoint "When an item is created" trigger issues

    Bronze Contributor
    Posted 6 days ago
    Edited by Django Lohn 6 days ago
    Hi Brian,
    "That is not a bug, it is a feature" 😁

    See https://powerusers.microsoft.com/t5/Flow-Ideas/Turning-off-Flow-and-turning-back-on-still-create-new-instances/idi-p/71672 to follow updates on this feature.

    As a workaround to prevent retriggering items that were added/changed during the Flow being disabled what I do is
    1. disable the original Flow
    2. make changes to the items / add items that you do NOT want to trigger your Flow
    3. save a copy of the Flow
    4. delete the orginal Flow
    5. enable the copy Flow making it the new original Flow
    Like I said: a workaround untill Microsoft has made the "feature" configurable.

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    Django Lohn
    Microsoft365 Power User and Enthousiast #PowerAddict
    InSpark
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  • 3.  RE: SharePoint "When an item is created" trigger issues

    Posted 4 days ago
    Django,

    Not sure I completely understand your work around as this sound pretty much exactly like what I've done but it still triggers on existing items.  Guess I'll just have to do some experimenting and try again.

    Thanks,

    bt

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    Brian Tower
    Senior Digital Technical Specialist
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