SharePoint List Operation Using Microsoft Flow

In this article, you will see how to get all the items from the list and send a notification mail to the assignee, using Microsoft Flow.


Microsoft Flow was introduced by Microsoft to automate day to day business processes. Microsoft Flow can be integrated across different platforms using multiple connectors. The key difference between the traditional SharePoint Workflow and Microsoft Flow is the integration that Microsoft Flow offers. Using Flow, one can seamlessly connect to Mail, Azure Services, and many other famous services. In this article, we will see how a Fflow can be used to retrieve SharePoint List Items and send a customized notification mail.

Steps to create Flows

  • Log on to Office 365 portal and click on Microsoft Flow icon.

  • Alternatively, you can also navigate to the SharePoint lists/Library and select "Create Flow" (this option is available in the Modern View).

  • Users will now be navigated to the Flow page where one can select different templates available or create a new template from blank.

  • Let us click on "Create a New Template" from blank option

  • Now, add a Title to your Flow. We are prompted to select a trigger event for the Flow to start.

  • To select the Trigger Event first, select the list of connectors and then select the trigger event for those connectors.

  • In this case, let us create a scheduled trigger event.

  • Basically, this is similar to a timer job event that runs on a specific interval.

  • Set the interval duration and then move on to the "Next" event.

  • Click on "Add New Action" and select "Get Item Action" from SharePoint Connectors.

  • Enter the URL and select the List name from the Site Collection.

  • Click on "Show advanced options". This setting will be used to filter the results.

  • Syntax for the Filters is similar to the rest OData filter queries.

  • The next step is to add Parse JSON Data Connector. This will help us parse the output content.

  • Input for this connector is the dynamic value generated from the Get Items Actions.

  • To Input the schema, click on the “Use Sample Payload to Generate Schema” and input the actual schema in JSON format (This can be Obtained Either the Sample Running the get item action and copying the Output from the same and Paste it here)

  • Once the JSON Output of the Get Items query is process, we will get the dynamic values of the Output Items.

  • We can use those variables to get the field values, as show in the below picture.

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