By default, email notifications triggered in a people update flow are generic.
When using a people update flow, you can choose who gets notified from the Access section. This built-in email simply states that a request was submitted and approved—it doesn’t include any details like what was changed, who approved it, or when it happened.
To send a detailed, personalized email notification instead, you can use a task list with an email task.
Here’s how to set it up:
- Go to Task Lists > Task List Settings and click Create Task List
- Set the Trigger to Manual
- Add a new Email Task
- Choose the sender and recipient
- In the email body, use available variables to dynamically pull in the changed data from the flow (e.g., fields that were updated)
Once done, connect it to your flow:
- Go to People Update Flow > Manage Flow
- In Additional Steps, enable Set Task List
- Add the task list you just created
Once configured, here’s how it works:
- The employee initiates the people update flow
- The flow is approved by HR, a manager, or an admin
- The email task is triggered automatically, sending a personalized email with all relevant changed details
🔒 Important:
- The person who triggers the flow needs permission to view the relevant categories and permission to initiate the flow
- The approver needs permission to view the categories and access all flow requests
- The email recipient needs permission to view the categories where data was changed
