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RyanM
Frequent Visitor

Using a single Flow across multiple SharePoint libraries

Is it possible to use a single Flow across multiple SharePoint Online document libraries?

 

In my SharePoint Online sites, I want the ability to tag documents and/or document sets as favourites so that they can be accessed later. 

 

My colleague has built a Flow that does this, where a user can select a document in a SharePoint Online library,  manually run the Flow, which then saves a link item of the document to a personal document set. The end result is that the user had a single document set containing links to their favourite documents.

 

This Flow works well, but we can only seem to apply it individually to each library in a site. Is there a way to have the single Flow work across all libraries in a site collection?

 

Our sites have many libraries, so applying the Flow to each library creates a lot of admin overhead. 

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RezaDorrani
Dual Super User
Dual Super User

Hi @RyanM ,

 

Check this blog from MVP John Liu wherein he showcases how to create one Flow and subscribe multiple libraries to the same Flow 

http://johnliu.net/blog/2019/3/one-flow-to-handle-them-all-how-to-subscribe-to-multiple-sharepoint-l...

 

This would require a P1 license though since the http action has now been made premium

 

Regards,

Reza Dorrani

 

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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4 REPLIES 4
RezaDorrani
Dual Super User
Dual Super User

Hi @RyanM ,

 

Check this blog from MVP John Liu wherein he showcases how to create one Flow and subscribe multiple libraries to the same Flow 

http://johnliu.net/blog/2019/3/one-flow-to-handle-them-all-how-to-subscribe-to-multiple-sharepoint-l...

 

This would require a P1 license though since the http action has now been made premium

 

Regards,

Reza Dorrani

 

If this post helps, then please consider Accept it as the solution to help the other members find it more quickly

ScottShearer
Super User
Super User

@RyanM 

To the best of my knowledge, Flow does not yet allow for Flows to be connected to more than one list/library.  The ability to associated a Flow with a content type is not supported yet either.

 

As a partial work around, you could create a Flow that tags documents, etc.. that is designed to be called from another Flow.  Then, you would still need to write a Flow for each library o call the Flow that does the work but at least you have centralized the logic and functionality.

 

Another alternative is to create a Flow that uses a recurrence trigger.  That Flow could check all libraries (use Get Lists and Libraries) for documents that need to be tagged, etc.. If you do this it would be very wise to use an OData filter when looping through each library.  Also, beware of the 5000 item limit on Get Items for non-premium plans.

 

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

Scott

@RezaDorrani @ScottShearer 

 

Thank you both for your advice.

@RyanM @ScottShearer @RezaDorrani- updating an old thread but hopefully some useful info to share.

Encodian have just released a new tool called 'Trigr' which enables a single Power Automate flow to be exposed across every list / library in SharePoint Online instantly. The following video provides a demo on how to get this setup (takes a few minutes :)) - https://www.youtube.com/watch?v=VCQA15u5eIk

Trigr also support multi item / document selection, dynamic forms and some other cool stuff

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