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Jramirez
Level: Powered On

flow to update users about new uploads in several folders

I have 12 document libraries in my Sharepoint that will be acess by members of my team. I want to create only 1 flow that sends them a message every time I upload content to any of those folders. Is it possible? Should I create 12 different flows?

1 ACCEPTED SOLUTION

Accepted Solutions
Super User
Super User

Re: flow to update users about new uploads in several folders

@Jramirez- Before I get started with my solution,  let me say that it probably isn't neccessary 🙂

 

You can get almost the same functionality by setting alerts for your users on the document library - the ultimate no-code solution....

 

That said, here is my Flow.

Things to note:

1) I added a yes/no column to the library called email sent

2) Not the Odata filter syntax.  You need to replace any space in the column name with _x0020_

3) Note the HTML link formatting.  You need to set "Is HTML" to yes in the email properties

4) I used a button trigger for test purposes - you'll want to use a recurrence trigger

5) Everytning except for the trigger will need to be done for each library (an alert sounds attractive...)

 

 

NewDocEmail1.jpg

 

NewDocEmail.jpgNewDocEmail2.jpgNewDocEmail3.jpg

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

4 REPLIES 4
Super User
Super User

Re: flow to update users about new uploads in several folders

@Jramirez- you might try creating a single flow the runs on a recurrence trigger (once and hour?).  When the Flow runs, it can check for new items in each of the libraries and send email as appropriate.

 

So, how can you tell what items are new?  There are a few ways, but an easy way to do this would be to add a Boolean (yes/no) column (call it something like "Email Sent") to each library that defaults to No.  When the Flow starts, use a Get Files - Properties Only action and an Odata filter so that you only get documents returned where the Email Sent column equals No.  Then loop through these documents and send an email to everyone who should be notified.  Finally, update the document by setting Email Sent to Yes by using an Update File Properties action.

 

If you want an example, please let me know.

 

If this meets your needs, please mark your post as Solved.

 

Scott

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott
Jramirez
Level: Powered On

Re: flow to update users about new uploads in several folders

Hi Scott, 

Thank you for such detailed explanation. 
I would love to see an example of that flow!

 

Regards.

Super User
Super User

Re: flow to update users about new uploads in several folders

@Jramirez- Before I get started with my solution,  let me say that it probably isn't neccessary 🙂

 

You can get almost the same functionality by setting alerts for your users on the document library - the ultimate no-code solution....

 

That said, here is my Flow.

Things to note:

1) I added a yes/no column to the library called email sent

2) Not the Odata filter syntax.  You need to replace any space in the column name with _x0020_

3) Note the HTML link formatting.  You need to set "Is HTML" to yes in the email properties

4) I used a button trigger for test purposes - you'll want to use a recurrence trigger

5) Everytning except for the trigger will need to be done for each library (an alert sounds attractive...)

 

 

NewDocEmail1.jpg

 

NewDocEmail.jpgNewDocEmail2.jpgNewDocEmail3.jpg

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Scott

View solution in original post

Administrator
Administrator

Re: flow to update users about new uploads in several folders

Hello,  @Jramirez!

Have you had an opportunity to apply @ScottShearer‘s recommendation 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!


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