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Receive email when a file is modified by users only once a day

Hello,

I have a Sharepoint file to keep under control, so I created a trigger sending me an e-mail "When a file is created or modified".

Unfortunately this file that can be modified by different users several times a day; because of that I receive dozen of warning e-mail every day.

I would like to receive ONE e-mail per user per day, even if the user modifies the file 10 times in the same day...

It also could happens that the file is modified by different users in a very short time, so a recurrence doesn't work unless I run the flow every second...

 

Any help?

Thank you.

1 ACCEPTED SOLUTION

Accepted Solutions
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Super User
Super User

Re: Receive email when a file is modified by users only once a day

Hi @Verdoni 

Yes... you can 🙂

Simply change the 'Send Alerts To' field

a.png

The 'Delivery Method' is the account the alert will be sent from...

If you have to do this in Flow... you could.

1. Create a Flow which captures all updates and writes the details of the changes into a SharePoint List.

2. Create another Flow which runs on a schedule which queries the 'changes' lists to get all items in the last 24 hours and then send the notification email with required details.

HTH

Jay

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6 REPLIES 6
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Super User
Super User

Re: Receive email when a file is modified by users only once a day

Hey @Verdoni 

You don't really need to use Flow for this requirement... you could just use SharePoint alerts?

1. Select the document, click on the vertical ellipses and then click 'Alert me'

a.png

 2. Configure the new alert as needed.

a.png

 

HTH

Jay

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Super User
Super User

Re: Receive email when a file is modified by users only once a day

Do the following:

1) create a column on your library "HiddenLastModified"

2) Create a flow based on a scheduled trigger and configure to what you need i.e. once a day

3) Do a condition -> Modified equals HiddenLastModified

4) if they do not match do the following: Send an Email and then Update the Item and set HiddenLastModified=Modified

     if they do match do nothing.

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New Member

Re: Receive email when a file is modified by users only once a day

Sorry I made a mistake in explaining the situation.

The alert is not directed to me but to my boss. As far as I know Sharepoint alerts do not allow to address the alert to someone else then myself.

Highlighted
New Member

Re: Receive email when a file is modified by users only once a day

Hi Gristy,

 

I cannot use your suggestion "as it is" because different Users could modify the file and my boss must be informed once a day for each user who modified the file.

I will try adding some additional check to verify if modifications come from same or different users... 

 

thank for your answer: it could be an hint to the final solution.

Highlighted
Super User
Super User

Re: Receive email when a file is modified by users only once a day

Hi @Verdoni 

Yes... you can 🙂

Simply change the 'Send Alerts To' field

a.png

The 'Delivery Method' is the account the alert will be sent from...

If you have to do this in Flow... you could.

1. Create a Flow which captures all updates and writes the details of the changes into a SharePoint List.

2. Create another Flow which runs on a schedule which queries the 'changes' lists to get all items in the last 24 hours and then send the notification email with required details.

HTH

Jay

-------------------------------------------------------------------------

If I have answered your question, please mark your post as Solved.

If you like my response, please give it a Thumbs Up.

 

View solution in original post

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Community Support
Community Support

Re: Receive email when a file is modified by users only once a day

 

Hi @Verdoni ,

 

Have you had an opportunity to apply any of these recommendations to adapt your Flow? If yes, and you find that solution to be satisfactory, please go ahead and click "Accept as Solution" so that this thread will be marked for other users to easily identify!

If you have any other questions, please let us know.

 

Best Regards,

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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