Flow to check if specific user has modified folder in sharepoint within given time period

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Posted on by Ebbygoo

Hi there.

I'm new to flows.

Have been playing around with the flows templates and going through the previous documentation on this forum and can't find any help for the specific problem I'm trying to solve.

I have a sharepoint folder in which a spreadsheet gets uploaded daily and is required to be updated by every member of my team daily. I'm trying to write a flow for each individual which will check if they have modified any documents in the folder once per day.

I've managed to make a flow which checks if a file is modified daily using a schedule and if condition, and if not then it would send an email notification. I want this flow, however, to be specific in that it will send the email if a specified user, user x, hasn't modified any documents in the folder.

I can't think of a way to do this, especially given multiple team members will be making modifications in the folder, so checking the latest user who modified for example every hour isn't going to be sufficient information as it may miss a modification if two users modified the document within a given time period.

Is there a way to build a flow which

a) checks the history of users who has modified a document in the folder within a given time period

b) checks if user x is in that list

c) sends an email notification if not

Or something similar of the sort

Cheers!

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Building flows

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PURNA429 195 on at

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Hi @Ebbygoo ,
I would think enabling versions for document library would resolve your issue. To enable, Go to Library Settings --> Versioning Settings -->Create Major versions ( In case if you want to enable major and minor, select the second option )
Once you enable the versions on library, select your file and see the version history ( change details ) . It looks like this.
Using REST , you can read this file version history attributes like Modified Time, Modified User etc.

This is my thought on solution, give a try.

If this answered your question, please mark this question as answered and if you liked my response, please consider giving it a thumbs up .

Thanks
Purna
MyBlog

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Ebbygoo 2 on at

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Hey there, Thanks for your response.
Since then I've changed the idea a bit more but still having similar issue.

Now I'm using a sharepoint datasheet view such that once a day I will just copy and paste the contents of a excel spreadsheet into the data view. Then my team will go in and update the status inside of a single column in the datasheet view.

Sharepoint has a build in rules feature to send me an email when the column is modified and that is great however there are so many team members and rows that I will be getting an excessive number of emails.

I'm only really interested in knowing when that specific column has been modified a few times a day.

Tried using a recurring flow which would action a get items to check the column for the specified choice and then figured trying to use a condition to check if the cell contained the choice. This would send me an email though as the cell had previously been updated. I'm only interested in the cell changing. I'd imagine theres a way to run a flow which basically does the exact same function as the built in rules, to email me if a column changes, but only check this and email me a few times a day.

If it is also possible to go further than this, it would also be really useful if the email told me who had made modifications in that time period. I'd imagine this is possible but I am new to flows and have spent over a day now trying to figure it out to no success.

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PURNA429 195 on at

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Hi @Ebbygoo ,
Here are my thoughts :
Using "Get Changes for an item or a File (properties) only" action you can know if the item/file is modified. Here is a sample flow with this action :

From this you can check whether a particular field is modified. In "Yes" action, add create item action to write these details to another SharePoint list (say call it as modifications report ). Like current time, modified field value and modified user etc.
Create another flow ( scheduled) to read data from your modifications report list and send emails.
Hope this gives you a direction to start with.
If this answered your question, please mark this question as answered and if you liked my response, please consider giving it a thumbs up .
Thanks
Purna
Blog

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