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  • Writer's pictureLuigi Iacobellis

How to Add a State-Driven Workflow to a Sharepoint List Using Microsoft Power Automate

What is a State-Driven Workflow?

State-driven workflows (sometimes referred to as state machines) are ones where the actions performed in the flow are based on the state (or status) of the object that receives the action. In a business context, state-driven workflows are very common and can be good candidates for process automation.

What is an Example of a State-Driven Workflow?

To help illustrate what a state-driven workflow is, consider the example of someone applying for a job. A candidate may submit an application which is the starting point for a workflow. This initial state might be "applied". Then someone may review an application and shortlist it (changing its status from "applied" to "shortlisted") for a phone interview (the action to be performed). Then the candidate may be brought in for an interview (changing its status to "Pending Interview") or they may be "Rejected". Either outcome has a series of actions that need to be performed. This is a simple yet effective example that illustrates how a state-driven workflow operates.

How do you Implement a State-Driven Workflow in a Sharepoint List?

A Sharepoint List is a great way to collect and organize business data. It provides a simple yet effective way for people to record data centrally in a structured manner. SharePoint Lists can also be extended to include functionality by using Microsoft Power Automate low-code no-code process automation tool. In the tutorial below, you will I'll show you how to add a state-driven workflow to a Sharepoint List.

How to Add a State-Driven Workflow to a Sharepoint List Using Microsoft Power Automate?

Do I use the "When an item is created" trigger or "When an item is created or modified" trigger in Microsoft Power Automate?

For a state drive workflow to function correctly, you'll want to make sure you use the "when an item is created or modified" trigger. This will trigger the workflow both when an item is added to the SharePoint list for the first and everytime it's updated thereafter. The latter part is central to the function of a state-driven workflow.

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