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Alternatives for Alerts on a SharePoint View Deprecation

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Posted on by EV-28051035-0

How can I create alerts using Power Automate when a list item shows in a created view in SharePoint?

I have over 200+ individual views (each view contains individual project information) on one SharePoint list. Alerts are established by over 50 employees to trigger when an Item is posted in one of the views they support (Using the Send Alert for These Changes 'Someone changes an item that appears in the follow view:") function.

With SharePoint alerts going away in the next few months, how can they easily reestablish alerts based on views?

Thanks!

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David_MA 12,966 Super User 2025 Season 2 on at

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If the views are personal views, this is not possible as Power Automate only works with public views. If you're asking about the alert option when items change in a view, I don't think you'll be able to directly duplicate that feature. If you need an alert when an item is added/removed from a view, you'll need to create a flow that triggers when an item is modified, then add trigger conditions to mimic the filters you have on a view.

This certainly is not going to be a simple process. We are assessing how to handle this. Currently we're informing employees of the deprecation and encouraging them to use Create a rule to automate a list or library - Microsoft Support instead. Once we assess the gaps between alerts and rules, we will figure out how to meet the needs with flows. Of course, the biggest issue with flows will be that they run on the account of the person who creates them. At least the alert feature allows site owners to create the alert, but each user can then control it once it has been created.

There is a tool in Github that will identify how much the alerts feature is used: SharePoint Alerts Assessment | Microsoft 365 Assessment Tool. It needs to be set up by an admin.

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EV-28051035-0 6 on at

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@David_MA,

The views in the SharePoint list are public. I am asking about alert options when an item is added to a particular view in SharePoint only people who have set up alerts when items are posted to that particular view receive the alert.

Is that going to be an option? The generic "create a rule" option doesn't work because it doesn't have to option to "Send Alerts for these changes when someone changes an item that appears in the following view" option. Our alerts are set up based on items posted in a few, not on individual items being posted.

Does that make sense?

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David_MA 12,966 Super User 2025 Season 2 on at

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There is no direct replacement for what you are doing with alerts. Who knows what features Microsoft may add to rules before alerts are fully deprecated. The closest thing I can figure out for this is to create a flow that triggers when an item is modified and add trigger conditions to mimic the filters you have in the view so it only triggers on the same conditions as the filters in the view. But the bad thing about this, the flow will trigger every time the item is updated and still meets the filter criteria. As you know, this wouldn't occur with an alert if it was configured to when items change in a view.

I will be eager to see if someone else has a better suggestion as I have a number of users who use alerts extensively. Luckily you only have 50 employees to deal with; I have thousands.

Also, do you mind if I change the title of your post to "Alternatives for Alerts on a SharePoint View Deprecation"?

And for anyone who wants to learn more about this, go to SharePoint Alerts retirement - Microsoft Support

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EV-28051035-0 6 on at

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@David_MA,

I don't mind if you change my title.

Our team has 50 employees monitoring over 2000+ trainees and thousands of alerts. We are not in a good spot with the removal of SharePoint alerts and no equivalent in PowerAutomate.

Thanks for your help.

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David_MA 12,966 Super User 2025 Season 2 on at

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I agree, this deprecation is going to cause lots of work. Although I guess anything that is "classic" SharePoint we should expect to go away one day. We're just hoping some of the gaps will be built into the rules feature.

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