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Power Platform Community / Forums / Power Automate / Is it possible to refe...
Power Automate
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Is it possible to reference a document library in a list so i can use the data in a flow?

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Hi,

 

I am pretty new to SharePoint and flows.

I have a document library with Risk assessments in which has a column for when they need to be reviewed.

I want to set up a flow to get an automatic email when it reaches this date (or preferably 2 weeks before).

 

From what I can gather, you cant use document libraries in flows, only lists (correct me if im wrong) so I was wondering if I could make a list that references the column in the document library. That way I could set up the flow from the list but with the data from the document library.

Any other workarounds are welcome.

 

Thanks

Sam

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  • RobElliott Profile Picture
    10,416 Super User 2026 Season 1 on at

    @mr-samd you CAN use document libraries in your flows, you just have to type them as a custom value in the list dropdown.

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

     

  • mr-samd Profile Picture
    on at

    Oh ok thanks @RobElliott , What format would that be in? (e.g. the URL?)

  • Verified answer
    RobElliott Profile Picture
    10,416 Super User 2026 Season 1 on at

    @mr-samd an example of a reminder  flow for a document library item is as follows:
    0-trigger-getItems-compose.png

     

    1-compose-condition.png

     

    2-greenChannel.png

     

    3-emailResult.png

     

    0a-getDocumentLibrary.png

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

  • RobElliott Profile Picture
    10,416 Super User 2026 Season 1 on at

    You asked: "What format would that be in? (e.g. the URL?)". You don't type in a url, at the bottom of the dropdown click on Enter custom value then type in the name of the document library. It will find it with no problem.

    0b-customValue.png

    Rob

    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks. 

  • efialttes Profile Picture
    14,756 on at

    Hi

    You can implement sucha a Power Automate Flow with a document library also, assuming the Date you want to evaluate is stored in a metadata column, just the same as if it was a List item

     

    So you need:

    -A daily recurrence trigger

    -A SP 'Get files' action block.

    In order to filter the contents of the list, there are different techniques:

    -An 'Apply to each' with a Condition action block inside, taking 'Get items' output as 'Apply to Each' input

    -A 'Filter Array' action block, then an Apply to Each taking Filter Array output as 'Apply to Each' input

    -Filter ODATA query in the Get Items action block, then an Apply to Each taking 'Get items' output as 'Apply to Each' input

     

    Assuming you are using 'Created' column that is a standard in a SP list, and you want to identify items with 'Created value' older than 7 days from todaya possible approach is the following Filter Array expression:

     

    @less(item()?['Created'], addDays(utcnow(), -7))

     

    IN the following screenshot you will see the secuence of actions after trigger Recurrence, please not the expression of Filter Array is more complex in my example than the one you need, but the steps should be the same for you

     

    Flow_FilterSP.png

    Inside your Apply to each, just invoke whatever logic you need, the loop will iterate through all items matching your Filter Array condition

    Hope this helps

  • mr-samd Profile Picture
    on at

    @RobElliott  Once you start typing the document library in the custom value box is it supposed to give a drop down as there is no prompt that what I am typing is doing anything. It doesn't seem to have the column options in later dynamic content either.

  • RobElliott Profile Picture
    10,416 Super User 2026 Season 1 on at

    No it just give you a dropdown, just type in the name! It will give you the columns in the dynamic content for later actions as I showed in my screenshots.

    Rob
    Los Gallardos

  • mr-samd Profile Picture
    on at

    @RobElliott Ok I have the document library working. Looking at the rest of the flow I Can find a Compose module but not a 'Compose Today/Next review/review date/ect' are they ones you named?

    I wont let me add the formatDateTime into the standard 'compose' box.

     

    Sorry for all the questions

  • RobElliott Profile Picture
    10,416 Super User 2026 Season 1 on at

    @mr-samd it is always good practice to rename actions. I mainly do this for Compose actions so I know what each one is doing. You rename an action by clicking on the 3 dots at the top right and selecting Rename. That is what I have done with those Compose actions.

    You don't add the format into the box directly. Click in the Inputs box then select the Expression tab in the dynamic content box and enter the expression there then click OK.

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

  • mr-samd Profile Picture
    on at

    @RobElliott  I did this and it gave me this error...Capture.PNG

     

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