Build a flow a document has a particular content type and some properties is missing

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Posted on 14 Mar 2025 14:53:07 by Gskinner76

I'm trying to build a flow when either a new document is created or existing one modified first check to see if the content type = a particular value. If it = a particular value then check all other properties against the document as it has some metadata values against it. If any of the metadata/properties is missing the n send an email.

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Business Process Flows

Flow Mobile App

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Michael E. Gernaey 36,009 Super User 2025 Season 1 on 14 Mar 2025 at 16:39:25

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Build a flow a document has a particular content type and some properties is missing

Hi @Gskinner76

A couple points/thoughts/suggestions

1) Please identify the document location (SharePoint, OneDrive, DataVerse, etc)

2) You mentioned that you want to send an Email if there is missing information (metadata)

3) Do you have the meta-data that you want to compare/track/lookfor documented in like a SharePoint list or file or Table? So that you can dynamically look for new properties?

Follow on to #2

Are you looking by chance to possibly, block the file, or move it to another location if its not correct, in a way do an "Approval" process on the file? So that if its ok, keep it, if not then move it somewhere, email the person to submit a fixed document?

Just checking in case you might want more capabilities.

Here are some Suggested Steps to get you going

I created a sample SharePoint Folder and just added 1 file

Note: I created an example for SharePoint, but it would work with OneDrive, just swap the actions to the OneDrive (business ones)

NOTE: I am demonstrating 2 options, I am NOT showing you to use Parallel paths. You would only use one of these, but I didnt want multiple flow

Right Side Example - Option 1

1. Add an Automated flow, Trigger - When a file is created or Modified (properties only)

2. Now you can grab the Metadata by using the file identifier from the Trigger as the input to the Get file metadata

Now you can decide between option 1 and option 2.

Option 1, just does a single Condition that checks all meta-data properties. If any do not match what you want, then it sends an email in the NO side

Option 2

If you want to send a nice HTML table in the Email, to let them know which properties are Good and which need to be fixed, You would do the following

1. Create an Array Variable that tracks all the properties and explains if it was Good or Bad (or whatever words you want to use)

2. Add a Condition for EACH property so if you have 10 properties, you have 10 separate conditions

3a. In the Condition Yes, use the Append to Array with something like Property, Is Good to the array

or

3b. In the Condition No, use the Append to Array action to add Property, Is Bad again my wording stinks, but you get the gyst.

4. Use the Create an HTML table, with an Input from the Property Array

5. Send the email popping the output of the Create HTML into the Body.

Please see below this picture for opened example actions

Option 1

Option 2 - NOTHING that this is just Pseudo expressions

This would give you some thoughts.

Please let me know if you have any questions
Building with Why 193 on 14 Mar 2025 at 16:04:00

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Build a flow a document has a particular content type and some properties is missing

The Power Platform forums are designed to address specific issues, but what you’re asking for would involve detailed assistance with developing an entire solution. This is can be quite complex, and you may require a consultant to assist with the development.

I am happy to answer specific questions in the forum, but if you want help developing the overall flow please reach out to me at nextsteplowcodelabs@gmail.com
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Gskinner76 31 on 14 Mar 2025 at 15:45:42

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Build a flow a document has a particular content type and some properties is missing

Thanks for this information I am fairly new to power automate is their any chance you could provide some more details around this suggested process
Building with Why 193 on 14 Mar 2025 at 15:04:50

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Build a flow a document has a particular content type and some properties is missing

Split the Name of the file by the "." in a Compose so you can "see" the results

last(split(outputs('Get_file_metadata')?['body/Name'], '.'))

Put that into a Condition to compare it to whatever values you are looking for.

Then do filter/checks against the metadata you are looking for.