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automated cloud flow triggered by creation of new file - emails before file check in and only works for the creator of flow

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Posted on by SD-21080819-0

I am very new to power automate and although I have tried to resolve these 2 issues myself I'm not finding the answers I need.

Firstly, I have created a cloud automated flow which is triggers sending an email to various parties as a new file is created in a particular document library. The email body inserts metadata from the created file. However, the email is being sent before the metadata has been filled in and the file is checked in meaning that the email then doesn't contain the relevant information.

Secondly, the flow only seems to work when I (the creator of the flow) uploads a new file to that location and not when anyone else uploads a file to that location.

Any help would be greatly appreciated as I know these are probably really simple questions for an experienced person.

Many thanks in advance

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Using flows

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annajhaveri 8,531 Most Valuable Professional on at

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@slwwills can you please share the screenshot of your flow? Also the requirement you have is to send email when new file is created and after values are saved in the columns by the flow

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SD-21080819-0 11 on at

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Hi
This is a snip of the flow, it is a standard template. I've included the parameters where I can. The email parameters use LineManager and EventDate which are metadata columns. Depending on how quick you are at entering this data the email may populate with this information, so I know the email can work, but is not a given. I can't seem to find a template for when the file has been check in. I've tried adding delays but I guess it has already picked up the blank metadata before any delay kicks in.
Thanks
Sara

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annajhaveri 8,531 Most Valuable Professional on at

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@slwwills do you have checked out enabled for edit files, so that user checkins after completing editing, in that case you can change the trigger to when item or file is modified, and check if file is checked in then only send email.

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SD-21080819-0 11 on at

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Hi Anna
The files are check in/check out, however if I change it to 'when modified' it will be emailing out all the time. I only want the email to go out once when it has been checked in for the first time as this is to inform users that the file is there ready for them all to update at separate times.
Thanks

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annajhaveri 8,531 Most Valuable Professional on at

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@slwwills you can check the version number of the file, if its 1, then its a new file

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