Email individual specific Document stored in OneDrive Folder

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Posted on by Mike44

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I'm looking for a way to build a scheduled flow (1x annually) that emails an individual specific document stored in a OneDrive folder. The folder contains several documents specific to each staff person (i.e., individual specific to Mike, Joe, Pam, Steve, Molly etc.). On an annual basis I want send each of them their document so it can be updated. Thus far I have the 'Recurrence' and 'List files in folder' actions built, but don't know how to proceed from there. I'm open to all suggestions, including starting from scratch.

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David_MA 14,371 Super User 2026 Season 1 on at

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Since you said you have specific files that you need to send, you do not need to use the list files in folder action. Just add a Get file content using path action for each file you want to send. Then attach them to the e-mail. You will need to manually enter the file name for each file attached, but for the content, you will use the content from each Get file content using path action.

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Mike44 266 on at

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@David_MA Maybe I wasn't clear at explaining myself, but each document is individual specific. For example, document 1 needs to be emailed to Mike, document 2 needs to be emailed to Pam, document 3 needs to be emailed to Bob and so on. Each document in the folder contains information specific to that staff person, (i.e., their emergency contact info). I just don't know how to build the flow where it recognizes which document get mailed to the right person in addition to linking it to their email address. Again, I'm open to all options.

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David_MA 14,371 Super User 2026 Season 1 on at

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I still don't think you are providing enough information, but since you know who the people are and you know what files you need to send them each year, add a Scope in your workflow for each person. Then do as I suggested in my prior post and use the Get file content using path action and attach the file(s) to the e-mail message address to the person for that scope. If you have five people, you will have five Scopes basically doing the same thing but sending the files specific to the person.

In case I was missing something in your post, I asked Copilot your question and it suggested the same as what I suggested:

If you already know which files to send to each person, the ‘List files in folder’ action isn’t necessary. You can directly use the ‘Get file content using path’ action for each specific file within the respective Scopes. This simplifies the flow and makes it more efficient.

Here’s a streamlined version of the flow:

Recurrence Trigger: Set up the flow to run annually using the ‘Recurrence’ trigger.

Scopes for Each Person: Create a Scope for each person (e.g., Mike, Joe, Pam, Steve, Molly).

Get File Content Using Path: Within each Scope, use the ‘Get file content using path’ action to retrieve the specific file for that person.

Send an Email: Use the ‘Send an email (V2)’ action to send the email with the file attached to the respective person.

This approach ensures that each person receives their specific document annually without the need to list all files in the folder. It leverages the knowledge of which files need to be sent to whom, making the flow more efficient and straightforward.

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Mike44 266 on at

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I may need to rethink this- the names in my original post were just examples, we have 50+ staff. That's a lot of scopes to build. Plus, I've never built a scope, so I have no idea what to include in it.

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David_MA 14,371 Super User 2026 Season 1 on at

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A scope is nothing more than a container. This is a good post on what Scopes are used for: Power Automate: What is a Scope? - Manuel T. Gomes. This way, once you get it set up for one person, you would just need to copy and paste it to set up the steps for the next person. To remove or add someone, you either delete or add a scope.

It sounds like it might be better off putting the files in a SharePoint document library. You could then add a people field to the document library and tag the files for each person with their name in the people field. You would then use the get files action to get all of the files in the document library and use an apply to each on the people field. Just be sure that when you add the people field, you limit it to one person. Then in the Apply to each, you would add another get files action, but this time filter it to where the e-mail address of the people field is equal to the e-mail address of the current item in the apply to each.

That would get all of the files for each person. This is where I would get stuck, which would then be getting the file content of all the files for that person and attach it to the e-mail to send.

If you go that approach and get that far, I would then post another question on how to get the files and e-mail them to the current person in the apply to each.

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Mike44 266 on at

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I appreciate your help and patience. I think I've been over thinking this and making it more difficult than it needs to be. I'm going to try a new approach by building two flows. With your suggestion of using SharePoint, move the files to a SharePoint folder. The first flow, a scheduled flow, that simply sends and email with a link to the folder that request staff to update their document. The second, 'When a file or item is modified', email it to HR. Currently, I am running into some challenges with attaching the document, so I will make a new post. Again, Thanks.

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