Create a Flow to notify a person to review a Document X amounts a year

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Posted on 14 Nov 2019 11:10:32 by Community Power Pla...

Hello Everyone,

I would like to make or know how to make a flow that does the following:

1. checks a file or Folder content when is was last updated

2. If this update hasn't been done within X amount of months

3. I want 2 people to receive e-mails with the File name and request to update the document.

I have been looking but no option worked for me.

I have an E3 license is this sufficent enough?

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Answers (2)

Community Power Pla... on 07 Jan 2020 at 10:39:55

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Re: Create a Flow to notify a person to review a Document X amounts a year

Hello sir, How can I define a subfolder of my documents to be checked instead of the hole documents map?
v-bacao-msft on 03 Dec 2019 at 06:54:50

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Re: Create a Flow to notify a person to review a Document X amounts a year

Hi @Anonymous ,

Modified records the current time when the file was changed, so the methods provided by @ScottShearer have basically covered your needs.

When you change the file, Modified will change with it. If you want to know when this file was last changed, you need to use file version history to get it.

@ScottShearer has written a similar blog before to achieve such requirements, please refer to this link:

https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Check-for-a-Change-in-a-SharePoint-List-Column-Value/bc-p/248270#M503

Best Regards,
Community Power Pla... on 21 Nov 2019 at 07:24:54

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Re: Create a Flow to notify a person to review a Document X amounts a year

@ScottShearer
Thx, the flow now runs without any errors,

Modified le 'addDays(utcNow(),10,'yyyy-MM-dd')'

But I run the flow after I changed a document and still I Get the mail to update it?
How do I define it to check the document last modified date and see that it hasnt had an update for 10 days?
I think where nearly close to solving it 😁
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ScottShearer 25,223 Most Valuable Professional on 20 Nov 2019 at 23:05:00

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Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous

There are two issues with your filter query exppression. First, the expression should look like this:

addDays(utcNow(), 180, 'yyyy-MM-dd')

In adddition, there need to be single quotes around the exxpression. lease refer to the ssccreen shots that I preiously pposted.
Community Power Pla... on 20 Nov 2019 at 21:46:03

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Re: Create a Flow to notify a person to review a Document X amounts a year

How do I define this adddays?
ScottShearer 25,223 Most Valuable Professional on 19 Nov 2019 at 13:30:58

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Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous

Modified le is the OData syntax for when the Modified column is less than and then I supply the date.

Here is a link to a blog post that explains using OData filters with Get items.

The date is inside of the single quotes and is an expression. To enter an expression, click on the expression link next to Dynamic properties where you want to enter the expression.
Community Power Pla... on 19 Nov 2019 at 10:30:34

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Re: Create a Flow to notify a person to review a Document X amounts a year

Hello Sir,

Thanks for your answer.
How do I fill in the "Filter Query"field? what value did you put in addDays() and what does the 'modified le do' ?
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ScottShearer 25,223 Most Valuable Professional on 14 Nov 2019 at 16:48:48

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Re: Create a Flow to notify a person to review a Document X amounts a year

@Anonymous

Please see my example below. Note the single quotes around the date parameter in the filter query expression. Also, I could probably have filtered out folders and eliminated the condition - can't remember how to do that right now... The expression used in the query filter can be seen in the action comments.

In my example, I am looking for documents that have not been modified in 180 days - change the number of days as appropriate.