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Scheduled sending email with a list of files

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Posted on by sunnyleung

Hi, I have a document library for contracts with start date and end date entered as metadata, is it possible to have it sending email monthly with a list of documents which contract end date is within the next month? Many thanks.

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v-micsh-msft Microsoft Employee on at

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Hi @sunnyleung,

Would you please explain a bit for the "a list of documents" here?

If only a list of the documents uploaded, without the actual documents content, then this should be possible.

Adding a blog for reference:

"Get Manager" For SharePoint Document Library Approvals

The blog above shows a way to get the Library Metadata.

In your scenario we could start with the Recurrence, then SharePoint->Get Items, Filter Array Action, Create HTML table Action, then send Email action:

Things to remind is the Filter query condition part.

We could write the condition using Workflow Definition Language.

If you need additional help on this, please post back.

Things to note:

1. Under SharePoint-> Get items action, List name field, choose to enter custom value, then specify your Library name there,

2. Condition used under Filter Array,

3. Create HTML table Action, make sure the include healders is selected to Yes (True), or in the following format:

@bool('true')

4. Send an Email action, make sure the Is HTML is selected.

Regards,

Michael
sunnyleung 3 on at

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Hi Michael,

Thanks for your help, its actually a document library instead of a list, and i want to get all the documents (may be name & path) with metadata "end date" matched with specific criteria and put into an email. Is it possible?

Thanks~~~~

Sunny
v-micsh-msft Microsoft Employee on at

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Hi @sunnyleung,

Yes, I know it is the document Library.

But in order to get the metadata of the document Library, we need to use the SharePoint List Get items Action as a workaround.

Currently there is no special Action available to get the Document Library metadata.

So that the "End Date " could be used.

Regards,

Michael