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Automatically send email when last modified date on a file is older than 6 months

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Posted on by Community Power Pla... Microsoft Employee

Hello community!

I need help putting together a flow, I am just starting to learn how to use flows and would appreciate some walk through on putting this process together.

Objective

There is a list of files that need to be updated by the file owner every 6 months. Currently we are manually having to remember to email the team leader that is responsible for revising the file that is a flowchart of the teams business operations.

What the Flow needs to do is: When it detects that one of the files on this list has a Last Revised date that is older than 6 months, it will Sent an email to the Owner of that file and include the attachment or link to the file. Once this Flow is implemented, each file will have a different owner, so the Flow will need be able to to properly send the correct file to the correct owners email when it detects that they haven't revised in after 6 months. We will manually be updating the Last Revised date.

Below is a picture of the List page I currently have setup, but I would need assistance with putting the flow together.

Thank you!

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Using flows

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v-litu-msft Microsoft Employee on at

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Hi @Anonymous,

You can create a Flow with recurrence trigger to make it runs every day, these are steps how to create it:

Step 1: Create a recurrence trigger runs every day.

Step 2: Initialize an array variable to store these attachments.

Step 3: Get items of the SharePoint list.

Step 4: Use the Apply to each action to loop through each item, if its modified date is less than (today - 180 days), Get its attachments.

Step 5: Before setting the attachments variable, empty it by using null. Then get attachment content, use the Append to array variable.

"ContentBytes" : body('Get_attachment_content')['$content']

Step 6: Send an email, click the button red circle marked, and put the Attachments variable into.

Please have a try, if you have any problems, please let me know.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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Community Power Pla... Microsoft Employee on at

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@v-litu-msft

Thank you so much for all this content, its amazing and really useful! So I was able to recreate most of it, the only part that I am unsure of what to do is for Step 5 on the "Get Attachment Content", what Id and File Identifier should I use to make sure it works properly?

Thanks!

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Community Power Pla... Microsoft Employee on at

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@v-litu-msft

I got the flow working, I just added ID and Id to the Get attachment Content. I also changed the To: on the email from Created By person to Owner Email and it works like a champ! Thanks for all the help, it works just like I needed it to!

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Community Power Pla... Microsoft Employee on at

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How would it be possible for me to make this work but with a Library instead of a list? I got it to work perfectly with a List, but have all the files in a library. Thanks!

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v-litu-msft Microsoft Employee on at

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Hi @Anonymous,

Please use the Get files action of SharePoint connector to get these files in a library.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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