SharePoint Trigger When an Item is Created in Power Automate
A company uses Power Automate to automate approval workflows for expense reports. When an expense report exceeds $5,000, the flow should send an email to the manager and then wait for approval before processing payment. Which type of trigger should be used to start the flow when a new expense report is submitted?
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
When a new item is created trigger
The 'When a new item is created' trigger starts the flow when a new expense report is submitted. Option A is wrong because 'When an item is modified' triggers on updates, not new items. Option B is wrong because a scheduled trigger runs at specified times, not on item creation. Option D is wrong because a manual trigger requires a user to run the flow.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
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When an item is modified trigger
Why it's wrong here
A When an item is modified trigger fires only when an existing record changes, so a newly submitted expense report would never start the flow. It is tempting because it does respond to SharePoint or Dataverse events, and would be correct if the flow needed to react to an edit, such as a status change, rather than the initial creation.
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Recurrence trigger
Why it's wrong here
A Recurrence trigger starts the flow on a fixed schedule, so it cannot react to an expense report being submitted and would either miss reports or process them at arbitrary times. It is tempting because scheduled flows suit recurring batch tasks, and would be correct if reports were polled periodically rather than triggering processing on submission.
- ✓
When a new item is created trigger
Why this is correct
A 'When a new item is created' trigger fires the moment the expense report row is added to its data source, satisfying the requirement to start the flow on submission. Subsequent approval and payment steps then run conditionally on the $5,000 threshold.
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Manual trigger
Why it's wrong here
A Manual trigger requires a user to start the flow by hand, so submitted expense reports would never start it automatically and approvals would stall. It is tempting because manual flows suit on-demand tasks such as a user running a script, and would be correct if someone deliberately initiated each approval rather than the submission event doing so.
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