Case 01 · Power Automate · Cloud flow
Conditional Notification & Routing Automation
An event-driven flow that reads every new record, filters out the ones that don't need action, and sends each notification to the right reviewer. A fallback path makes sure nothing ever gets dropped silently.
FOXTROT · VICTOR
WHISKEY · ZULU
ending → manual review
The problem
The routing logic was a manual review process.
New records landed in a SharePoint list. Each one needed to be reviewed and forwarded to the appropriate individual based on a set of predefined parameters.
The process held up day to day, but it did not scale. As the organization grew, and more conditional variables dictated the assignment of new records, the fuzzy mental rulebook became easy to get wrong and consumed more time of the reviewer.
- Every new record waited on a human before anyone was notified.
- Triage was slow, easy to forget, and simple to get wrong.
- Records occasionally reached the wrong reviewer, or no one at all.
- Growing the team made the manual routing rules harder to keep straight.
The solution
One flow now handles all of it in five steps.
A single event-driven cloud flow replaces the entire manual triage step. It runs the moment a record appears, every time, without anyone watching.
Catch the new record
Fires automatically the moment an item is created in the SharePoint list.
Filter out the noise
Records with a non-actionable status (Denied, Closed/Lost, Not Applicable, or Competition) get ignored.
Read the routing code
Extracts only the final segment of a code like REC-4014XX-ABCDEFG-ALPHA and normalizes its casing.
Match it to a reviewer
Sends to Reviewer A or Reviewer B based on the code's ending, or to both reviewers when the ending isn't recognized.
Deliver a formatted notification
Emails the record’s key fields and a direct link back to the record, so the reviewer can act in one click.
Key technique
Extracting the routing code.
A simple "ends with" check would false-match on text earlier in the code, so the flow isolates the exact final segment in a single expression instead.
Breaks the code into its hyphen-delimited parts.
Grabs only the final segment, which is the routing key.
Makes the match case-insensitive and resilient.
Logic
How a record finds its reviewer.
Outcome & impact
What changed.
Triage removed
The daily manual review-and-forward step is gone, freeing up coordinator time.
Right reviewer, reliably
Records consistently reach their owner instead of depending on someone remembering the rule.
Nothing slips through
Unrecognized codes are escalated to everyone rather than dropped silently.
Easy to grow
Adding a reviewer or a new code is a small, contained edit rather than a rewrite.
Skills demonstrated
What this shows.
split · last · toUpper
Designing for edge cases & graceful fallbacks
Turning informal business rules into reliable logic
Notification
The email it sends.
Want this pattern in your workflows?
I adapt conditional routing and notification automations to the way your team already works. Tell me where the manual handoffs are.