Answered

Weekly report send by Email with SharePoint folder changes

(0) Share

Report

Posted on by PremierD

Hi PA Community,

My first time posting and very new to PA. I am trying to create a flow that will send a weekly email with changes to files within a folder in a document library. I have managed to get a flow created that sends an email with changes in the folder and sub folders / files, but is bombarding with emails.

I have had assistance from MS with a flow, but it does not work, so I am really baffled.

So in my sharepoint site https://sharepoint/site/mysite I have a folder (MyFolder) with folders and files in it. If any changes happen over a 7 day period to send an email with the path / details in an email. I have tried the recurrence trigger with variables etc, but no joy. Apologies if this question has been asked already.

https://powerusers.microsoft.com/t5/Building-Flows/Weekly-summary-email-of-all-new-and-modified-list-items-from/td-p/142692

I have tried to follow this, but it's not entirely clear, but I think this is what I am after but in a folder. Many thanks in advance

Categories:

Building flows

I have the same question (0)

All responses (19)

Answers (1)

Sort by

ChristianAbata 8,953 Most Valuable Professional on at

Like (0)

Report
Copy link

Link copied!

@PremierD please could you share an screanshot?

Was this reply helpful? Yes No
efialttes 14,756 on at

Like (0)

Report
Copy link

Link copied!

Hi!

No need to apologize. Please share a screenshot from your current flow design

Thanx!

Was this reply helpful? Yes No
PremierD 54 on at

Like (0)

Report
Copy link

Link copied!

Hi Christian, Thanks for the reply and absolutely

These are what I have tried so far.

Was this reply helpful? Yes No
efialttes 14,756 on at

Like (0)

Report
Copy link

Link copied!

Hi!

Please expand all action blocks from your flow design , just need to deoubleckick on each of them, and share again a screenshot.

It also looks like you have two different flows, right? Are they two alternate designs for the same challenge?

Thanx!

Was this reply helpful? Yes No
PremierD 54 on at

Like (0)

Report
Copy link

Link copied!

Hi,

The 2 previous flows are me trying to achieve the result, both doing the same thing ....poorly 🙂

Hope that helps, again any help greatly appreciated.

Was this reply helpful? Yes No
efialttes 14,756 on at

Like (0)

Report
Copy link

Link copied!

Hi!

The reason you are getting ton of emails is the 'Send an email' is iside an 'Apply to each'... you need to move it outside.

Probably 'Apply to each' was automatically added by the editor once you tried to add a field from your SP list...

So the question is... which data do you expect to add to your single email body? Is it enough with an HTML table with 'fullpath' from each file matching your condition?

I would actually remove all your 'apply to each', just after 'Get items' add a Select action block, assign as its input 'Get items' output, and add a single pair to the mapping table:

name -> Fullpath

value -> assign 'fullpath' dynamic content

Just after Select, add a Create HTML table, assign as its input 'Select' output

Finally add 'SEnd an email', assign as body 'Create HTML' table

Thanx!

Was this reply helpful? Yes No
PremierD 54 on at

Like (0)

Report
Copy link

Link copied!

HI,
I think I may have explained myself poorly. I am not getting multiple emails now. I had a simple flow that sent an email when files or folders were modified and it worked perfectly, but it had no schedule and was just running , so everytime there was a change an email was sent, this became a bit annoying.

The flow I have here worked but was producing an empty output, and I cannot understand why. Would you be able to offer a step by step guide? Cheeky to ask I know, I will also keep trying as well. Thanks

Stay safe 🙂

Was this reply helpful? Yes No
PremierD 54 on at

Like (0)

Report
Copy link

Link copied!
Something like this is what I am trying to achieve, but I am not sure on the exact above steps.

I tried to create it and also use the expression mentioned in the post , but it does not like it

@and(not(equals(item()?['Status']?['Value'], 'Current')), or(greaterOrEquals(formatDateTime(item()?['Created'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), -7), 'MM/dd/yyyy')), greaterOrEquals(formatDateTime(item()?['Modified'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), -7), 'MM/dd/yyyy'))))
Thanks

Was this reply helpful? Yes No
efialttes 14,756 on at

Like (0)

Report
Copy link

Link copied!

So... what's the challenge now?

do you need a flow to be executed everyday that lists the files modified the day before, then send the list via email?

Thanx!

Was this reply helpful? Yes No
PremierD 54 on at

Like (0)

Report
Copy link

Link copied!

I want to get a list of files from the last 7 days that have been created or modified in the One sharepoint (shared documents folder \foldername) and then send an email on a Monday morning with the attached list. Here is what I have now created and it works, but I am getting loads of emails and duplicates

I am just trying to get a single email that lists the last 7 days changes with Modified by (name) when and file path.

Sorry for all the questions

Thanks

Was this reply helpful? Yes No