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Send a customized email when a new file is added - Works for me, nobody else

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Posted on by BStrong123

Newbie question - Used the referenced template. Configured successfully to monitor a SharePoint folder for new files. Tested and it works fine when I drop in a new file to the folder. E-mail delivers. Perfect!

If someone else puts a file in the folder, the Flow does not run. I put a file in, and it works.

I'm missing something basic, I'm sure. Can anyone point me in the right direction?

Thanks in advance.

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yashag2255 24,769 Super User 2024 Season 1 on at

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Hi @BStrong123

Can you share a screenshot of the flow you have created? Also, check in the trigger conditions or any condition actions in the flow that restrict sending emails only if the file is created by you?

Hope this Helps!

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BStrong123 17 on at

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Hi @yashag2255 - Thank you for your reply. Nothing special in my flow, straight use of the template:

If I drop a file in the referenced SharePoint folder, the flow triggers successfully. If anyone else in my company does, the trigger does not fire. In Run History, mine completes as "Successful", no entry at all if someone else drops the file.

Thinking it may be a permission issue, I added a colleague as an Owner of the flow and asked them to drop a file in the folder, no change other than moving the flow location from "My flows" to "Team flows". I tried "Add a SharePoint list or library as owner" and that didn't change anything.

It is behaving as if there is a user check before running the flow. If the user is me it will run but if it is anyone else it will not. I would think the trigger "When a file is created" would fire regardless of who is putting the file into the folder. If I watch in File Explorer when someone else drops the file into that folder, the file appears shortly after they drop the file in.

My company has "Microsoft 365 Business Standard" subscriptions for its employees.

I'm sure I'm missing something basic but after spending 2 days pouring over Microsoft docs and YouTube videos I can't find it.

Any further thoughts much appreciated!

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e_carter 11 on at

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HI @BStrong123 - did you resolve this as I'm having the same issue? Thanks in advance

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BStrong123 17 on at

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Hi @e_carter - Sort of but not the most satisfactory solution. I asked for and got admin permissions from my M365 administrator. Magically the flow started working for other users. So it is some kind of a permissions thing. I tried adding the flow to the the "Team Flows" area but that didn't seem to make any difference. In my environment its OK for me to have admin permissions so once things started working I moved on. There must be a better way to handled this - team members should be able to use flows without requiring the author to have admin rights. Perhaps it is only a problem with flows that include SharePoint resources? It would be nice to have more info from Microsoft but as you see, nothing much back from them. HTH

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