SharePoint alerts for file uploads

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Posted on by kchinnock

Hi everyone,

I'm hoping to get some assistance please.

With the SharePoint 'alert me' function retiring soon, we need to use another way of alerting people to changes within folders they create.

We have a document library where we share folders with external parties (thousands of folders!). Each person sharing the folder uses the 'alert me' function so they know when the external party has uploaded documents.

How can we replicate this setup with Power Automate? I've taken a look but have been going round in circles with it!

Thanks in advance :)

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rezarizvii 352 on at

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Hi, hope you are doing well.

You won’t be able to replicate “Alert me” per folder per user with a single flow, especially at that scale. But you can get very close with a scalable pattern.

Here is a general suggestion (assuming each folder is subscribed by specific users, and you don't need to alert the entire org when a new file is uploaded):

Create a Tracking List in SharePoint.

Store:

FolderPath

UserEmail as a comma-separated string

Each time someone creates/shares a folder, you will have to manually add a row. You could also automate this in the future.

Create a flow for sending alerts.

Trigger on the document library: When a file is created (properties only)

Identify the folder

Use: triggerOutputs()?['body/{Path}']

Match subscribers by querying your tracking list:

FolderPath = file’s folder

Send notification

Join the comma-separated list of user emails as an array

Loop matched users

Send email / Teams notification

Important note: Make sure FolderPath is stored consistently (same format as trigger output)

You will also need a one-time flow to create rows in the Tracking List for the existing folders that you have.

In case you need to alert the entire org for file uploads, you won't need the Tracking List. When the flow triggers, get your users from Office 365 Connector and alert all of them.

P.S.: You can also use MS Entra groups instead of comma-separated emails. Configure groups on Azure and save the GUID in the list. You can then get the users in the group and alert them all. However, this requires you to create thousands of groups, one for each folder, which is too much manual labor if you ask me.

Reza M. Rizvi
LinkedIn | Email
If this solved your issue, please mark it as ✅ Accepted Answer. If it helped, feel free to give it a 🩷 Like!

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11manish 3,333 on at

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"Alert Me” can be replaced with Power Automate

Use:

Folder → Owner mapping list

Trigger:

File created

Notify dynamically

This is scalable for thousands of folders

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kchinnock 92 on at

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Thanks for the reply @11manish but I'm not sure I understand, sorry. What would the steps look like?

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kchinnock 92 on at

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Thanks for your reply @rezarizvii
That sounds like a lot of work! I'll give it a go. Can't believe I have to do this work to replace a really valuable inbuilt system that worked!! I don't understand why Microsoft are taking the functionality away. It really seems like a backward step :(

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11manish 3,333 on at

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kchinnock You can absolutely replace “Alert Me” with a scalable solution using Power Automate + SharePoint Online.

The key is to make it dynamic (per folder owner) rather than creating thousands of individual flows.

Recommended Scalable Solution
1. Create a Mapping List (Core Design )

Create a SharePoint list (e.g., Folder Alert Config):

Folder Path Owner Email
/Docs/FolderA user1@company.com

/Docs/FolderB user2@company.com

This replaces “Alert Me” subscriptions

2. Build a Single Flow

Trigger

When a file is created (properties only)

Point to your document library

3. Identify Folder Path

From trigger:

Use Folder Path / Path

(Optional cleanup if needed):

Extract only the parent folder

4. Get Folder Owner

Action: Get items (from mapping list)

Filter Query:

FolderPath eq 'triggerFolderPath'

Ensure FolderPath column is indexed for performance

5. Send Notification

Action: Send email (V2) or Teams message

Example message:

“A new file has been uploaded to your folder: [Folder Name]”

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rezarizvii 352 on at

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Hi @kchinnock,

My earlier answer is a lot of work, I know. But I thought you specifically want to use Power Automate for this.

If you simply want SharePoint to send notifications to someone when a new file is added (or deleted), you should definitely use what Microsoft is pushing as a replacement to alerts: "SharePoint Rules."

All you need to do is:

Navigate to the folder which you want to subscribe to.

In the command bar, find "Automate" (if it isn't there, click on the more options (...) to see it)

Click on "Rules" and then "Create a rule"

Choose "When a file is added" (or When a file is deleted, if you need it)

Set the action to "send an email to" and add all the people who want to subscribe to the folder

You will still have to do this a lot (thousands of times, for all your folders!) but this is much faster and convenient than using Power Automate, and it is what Microsoft is actively pushing as a replacement to alerts.

Reza M. Rizvi
LinkedIn | Email
If this solved your issue, please mark it as ✅ Accepted Answer. If it helped, feel free to give it a 🩷 Like!

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kchinnock 92 on at

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Thanks both.

Reza - I think we will need to use Power Automate as there are folders being created/delete on a daily basis!
Remembering to create a new rule each time someone creates a folder would be an admin overhead that our IT Dept don't need :(

Time to do some testing! Thanks again for all the info! :)

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