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One Flow to Rule them All?

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I have Flows monitoring subsite document libraries. They all do the same thing. They send an alert whenever someone outside our domain add/changes a document in one of the document libraries.

I recently received a request from one of the stakeholders of the project to change part of the Flow. Before I go and change numerous flows, I want to make sure I'm handleing this the right way.

It is my understanding that I need to have a Flow for each site because of each library's unique file path. (Remember these are subsites.) From a visual point of view I currently have this;

Screen Shot 2019-02-07 at 5.15.21 PM.png

Is it possible to have one Flow watch over all subsite document libraries like this?

Screen Shot 2019-02-07 at 5.28.34 PM.png

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abm abm 32,928 Most Valuable Professional on at

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Hi @Anonymous ,

Thanks for the update. Again if in future if you needed any help please let me know.

Thanks

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Brief update, due to time constraints I had to give in and create several smaller Flows, one for each subsite. I was able to use some of what I learned here to simplify my template so that I don't have to make as many changes for each site. I know you were all hoping for my success and to get this closed, so was I, but it isn't going to happen right now. Thanks for all the help.

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abm abm 32,928 Most Valuable Professional on at

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Hi @Anonymous ,

Nice progess and good work :-). Also good screenshot to explain your logic.

Did you added the column called 'Last Checked By Flow' (DateTime) in your library?

If not then go to SharePoint library. Click the settings > library settings
OR Click the add new column from your SharePoint library

Create column : Last Checked By Flow : Type: Date and Time

See below SharePoint library columns.

Once you created the column then open your flow 'Get File properties'
You should be able to retrieve the column 'Last Checked By Flow'.

Please see below.

Hope it make sense. Any help let me know.

Thanks

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Community Power Pla... on at

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Okay, so this is where I am with things. I am able to get a list of libraries for a site. I now need to be able to iterate my way through each library to see what the Modified date is and compare that to the LastCheckedByFlow column I created in my library.

I'm thinking my logic should be this;
For each file in library If LastCheckedByFlow is null then LastCheckedByFlow = (Now) End if If Modified > LastCheckedByFlow If domain <> our domain Send an email End if End if Set LastCheckedByFlow to (Now)
I figure since on my very first pass, LastCheckedByFlow will be a null so I better set it ASAP so it doesn't error out somewhere.

I started working on the Flow but I'm stuck. Admittedly I don't know if I'm on the right track, but I'm trying to address the LastCheckedByFlow property. How do I do that? And how do I do that? With that bit of knowledge (and confirmation I'm on the right path) I'll keep on working. 🙂

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abm abm 32,928 Most Valuable Professional on at

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Hi @Anonymous ,

Thanks for the update. If you need anymore help let me know.

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Community Power Pla... on at

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To piggy-back on ABM's comment... Why not add multiple actions "Get all lists and libraries" and add an action for every site.

So it would be like this... if referencing ABM's image...

--Recurrence
--Get all lists and libraries (Parent)
--Get all lists and libraries (subsite 1)
--Get all lists and libraries (subsite 2)
--Get all lists and libraries (subsite 3)
--etc. for each subsite.

Does this ideology expand upon your thought process in a way that is helpful?

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Community Power Pla... on at

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This is more of a bump than anything else. I wanted to let you know I'm still working on this.

I was sidetracked the last few days by a project with a higher priority. Had some time today to play with things and making progress. Thank you for your help so far.

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abm abm 32,928 Most Valuable Professional on at

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Hi @Anonymous,

Thanks for your reply. Not sure about the length. I tried upto 11 sites and it did worked.

Let me know how it goes. Good luck.

Thanks

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Community Power Pla... on at

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No problem, I appreaciate the help. I try my best to explain what I have and what I am trying to do. I always manage to leave some important detail out.

So in my compose createArray, am I putting in the address of each of the subsites? I didn't get a chance to look at this yet, but I'm hoping there isn't a limit as to how long that string{statement} can be for createArray...

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abm abm 32,928 Most Valuable Professional on at

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Forgot to add the image

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