Power Automate (Microsoft Flow) - Sending email with version details when a document is created or modified

Hi Friends, in this post, I am gonna walk you through one of the use case scenarios which I heard from my client using Power Automate.

I hope many of you have heard about Power Automate which was named earlier as Microsoft Flow. Those who are not aware of Power Automate, please click here to get some basic knowledge.

The use case is very simple, whenever the user uploads or modified a document to a document library and check-in the finalized version, an email has to be triggered to the author and cc to few users acknowledging the file has been created or modified with version related information. One of the most important requirements is to achieve with low code solution using power automate.

Let us dive into the solution to achieve the same.

  • Configure the document library Versioning Settings to allow 'Require Check Out', so that whenever the user tries to create or modify a document, they have to use the check-in and check-out feature.
  • Next is to configure the flow. Create a flow using 'When a file is created or modified (properties only)' action. Whenever a document is created or modified, the flow will be triggered. Configure the following properties for the trigger action.
    • Site Address
    • Library Name

  • You should not send an email whenever the document is created or modified, you should send only when they checked in the document.
  • To do that add a new step 'Condition' and choose the value 'CheckedOut' from the trigger flow action.

  • When the above value is equal to 'false' the email has to be triggered.
  • On the 'If yes' branch, add an action named 'Send an HTTP request to SharePoint' to retrieve the version information for the document.



    • Site Address
    • Method
    • Uri - Full Path from the trigger action and make sure you give the server relative url of the file
    • Headers
  • Add 'Send an email notification (V3)' action to send an email to the users.
  • The version comments can be achieved using the expression below
              body('Send_an_HTTP_request_to_SharePoint)?['value']
  • Thats it so simple is it? your flow is ready to rock and roll.

Happy Coding. Cheers 😀

Comments

Post a Comment

Popular posts from this blog

PowerShell to update SharePoint Online User Profile property from Azure AD

Image
Hi Friends, in this post, I am gonna walk you through the steps to update the SharePoint Online User Profile property from Azure AD. You may think, why this is necessary since SharePoint online will sync automatically with Azure AD. The tricky part is the auto-sync may take up to 24 hrs to sync Azure AD to SharePoint UPS. The next tricky part is not all the AAD profile properties are synced to SharePoint UPS. Only a few of the properties are synced and below are the list of properties relevant to the profile that is synced to SharePoint UPS User Name First name Last name Name Office phone Department Job title Manager Office Office phone What about the other properties like 'Mobile Phone' that are relevant to the user??? What about if there is a drastic change in the Organization structure and you want the SharePoint UPS to reflect immediately??? To resolve all these obstacles and issues, we need to use PowerShell Now you understand why there i
Read more

SPFx - Office UI Fabric react DetailsList & PropertyFieldCodeEditor to show the CSV data

Image
Hi Friends, this is a series of the post explains different capabilities of the web part using SPFx. Using DateTime control PropertyFieldCollectionData Property Pane Control Using FilePicker and FileTypeIcon control Office UI Fabric react DetailsList & PropertyFieldCodeEditor to show the JSON data Office UI Fabric react DetailsList & PropertyFieldCodeEditor to show the CSV data  --> You are here In this post, I am gonna show you how we can use  DetailsList   from  UI Fabric  and  PropertyFieldCodeEditor  property pane control from PnP on the SPFx web parts. The code walkthrough shown below will display the ' CSV ' data in the DetailsList. Regarding the creation of the basic project stuff, please refer to the  blog post . I hope those who are familiar with SPFx would know how to create the project and add the dependent npm packages. The following are some of the pre-requisites for the solution to work. Used  SharePoint Yeoman generator  version 
Read more

SPFx - Office UI Fabric react DetailsList & PropertyFieldCodeEditor to show the JSON data

Image
Hi Friends, this is a series of the post explains different capabilities of the web part using SPFx. Using DateTime control PropertyFieldCollectionData Property Pane Control Using FilePicker and FileTypeIcon control Office UI Fabric react DetailsList &  PropertyFieldCodeEditor to show the JSON data --> You are here Office UI Fabric react DetailsList & PropertyFieldCodeEditor to show the CSV data In this post, I am gonna show you how we can use  DetailsList   from UI Fabric and PropertyFieldCodeEditor  property pane control from PnP on the SPFx web parts. The code walkthrough shown below will display the ' JSON ' data in the DetailsList. Regarding the creation of the basic project stuff, please refer to the  blog post . I hope those who are familiar with SPFx would know how to create the project and add the dependent npm packages. The following are some of the pre-requisites for the solution to work. Used  SharePoint Yeoman generator  version 
Read more