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Anonymous
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Create a Flow to notify a person to review a Document X amounts a year

Hello Everyone,

 

I would like to make or know how to make a flow that does the following:

1. checks a file or Folder content when is was last updated

2. If this update hasn't been done within X amount of months

3. I want 2 people to receive e-mails with the File name and request to update the document.

 

I have been looking but no option worked for me.

I have an E3 license is this sufficent enough?

2 ACCEPTED SOLUTIONS

Accepted Solutions
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Super User
Super User

Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous 

Please see my example below.  Note the single quotes around the date parameter in the filter query expression.  Also, I could probably have filtered out folders and eliminated the condition - can't remember how to do that right now... The expression used in the query filter can be seen in the action comments.

In my example, I am looking for documents that have not been modified in 180 days - change the number of days as appropriate.

OldDocs.jpg

OldDocs1.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

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Super User
Super User

Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous 

There are two issues with your filter query exppression.  First, the expression should look like this:

addDays(utcNow(), 180, 'yyyy-MM-dd')

 

In adddition, there need to be single quotes around the exxpression.  lease refer to the ssccreen shots that I preiously pposted.

 

 

 

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

8 REPLIES 8
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Super User
Super User

Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous 

Please see my example below.  Note the single quotes around the date parameter in the filter query expression.  Also, I could probably have filtered out folders and eliminated the condition - can't remember how to do that right now... The expression used in the query filter can be seen in the action comments.

In my example, I am looking for documents that have not been modified in 180 days - change the number of days as appropriate.

OldDocs.jpg

OldDocs1.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

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Anonymous
Not applicable

Re: Create a Flow to notify a person to review a Document X amounts a year

Hello Sir,

 

Thanks for your answer.

How do I fill in the "Filter Query"field? what value did you put in addDays() and what does the 'modified le do' ?

 

Highlighted
Super User
Super User

Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous 

Modified le is the OData syntax for when the Modified column is less than and then I supply the date.

Here is a link to a blog post that explains using OData filters with Get items.

The date is inside of the single quotes and is an expression.  To enter an expression, click on the expression link next to Dynamic properties where you want to enter the expression.

Expression1.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
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Anonymous
Not applicable

Re: Create a Flow to notify a person to review a Document X amounts a year

error date.PNGsettings.png

 

How do I define this adddays?

Highlighted
Super User
Super User

Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous 

There are two issues with your filter query exppression.  First, the expression should look like this:

addDays(utcNow(), 180, 'yyyy-MM-dd')

 

In adddition, there need to be single quotes around the exxpression.  lease refer to the ssccreen shots that I preiously pposted.

 

 

 

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

Highlighted
Anonymous
Not applicable

Re: Create a Flow to notify a person to review a Document X amounts a year

 

@ScottShearer 

Thx, the flow now runs without any errors,

 

Modified le 'addDays(utcNow(),10,'yyyy-MM-dd')'
 
But I run the flow after I changed a document and still I Get the mail to update it?
How do I define it to check the document last modified date and see that it hasnt had an update for 10 days?
I think where nearly close to solving it 😁
Highlighted
Community Support
Community Support

Re: Create a Flow to notify a person to review a Document X amounts a year

 

Hi @Anonymous ,

 

Modified records the current time when the file was changed, so the methods provided by @ScottShearer  have basically covered your needs.

When you change the file, Modified will change with it. If you want to know when this file was last changed, you need to use file version history to get it.

@ScottShearer has written a similar blog before to achieve such requirements, please refer to this link:

https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Check-for-a-Change-in-a-SharePoint-List-Column-Value/bc-p/248270#M503

 

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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Anonymous
Not applicable

Re: Create a Flow to notify a person to review a Document X amounts a year

Hello sir, How can I define a subfolder of my documents to be checked instead of the hole documents map?

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