SharePoint: Alerting Owner when their file has not been updated within a period of time

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Posted on by SC-20081517-0

Hello,

Our company has a SharePoint site dedicated to our Company Policies. All policies live in a single document library on the site. The site has a content type attached which includes file, file name, department, division, policy owner, modified by and last modified date. What is the best way to setup a global alert on that site that will inform the assigned policy owners when their file's last modified date is greater than 1 year? I started in the Microsoft Community and they redirected me here. I am brand new to Power Automate.

Thank you!

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David_MA 12,970 Super User 2025 Season 2 on at

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You basically want to do the following:
Create a scheduled flow to run once per day.
Add a Get items action with a filter query to where the current date -365 days equals the modified date. Be sure to format the filter query to use an ISO8601 formatted date (yyyy-MM-dd).
Use a condition with a length expression to make sure at least 1 item is found.
Then use an Apply to each on the items found to send the e-mail notification.
You will want to include a Get user profile to make sure that the owner account is still active and then add a catch/release if the account is invalid.
If it is valid, send the e-mail and if it is not valid, decide what you want to do.

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N__A 18 on at

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1- Create a Flow in Power Automate:

Go to Power Automate and sign in with your Microsoft account.

Click on “Create” and select “Scheduled Cloud Flow”.

Choose the trigger “Recurrence” to run the flow on a schedule (e.g., daily, weekly).

Set the frequency according to your needs (e.g., once a day).

2- Get Files from SharePoint:

Add a new step and select “Get files (properties only)” from the SharePoint connector.

Configure it to point to your document library where the policies are stored.

3- Filter Files Based on Last Modified Date:

Add a “Filter array” action to filter the files retrieved.
Use the following expression to filter files where the last modified date is greater than one year:

4- Send Email to Policy Owners:

Add an “Apply to each” action to loop through the filtered files.
Inside the loop, add a “Send an email (V2)” action from the Office 365 Outlook connector.
Configure the email to be sent to the policy owner with a message indicating that their policy needs review.

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