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Power Automate Flow on a document library with columns

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Posted on by techsavy

Hi,

I have a SharePoint document library with few columns. Every now & then, a new file is uploaded or an existing file is overwritten. In either of these situations, document metadata is updated in the columns. The requirement is to send different emails based on if it is a new item or an existing item revision. Now, the challenge I am having is that email is being sent as soon as the document is uploaded and not waiting for the document metadata is updated. How can we make sure that these emails are triggered only when both the document upload and the metadata is added? Is this even possible with MS Flow?

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v-jefferni on at

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Hi @techsavy ,

Since users will update item metadata after a file is uploaded, the trigger you need is:

When an item or a file is modified

Then, you will need to create a customize form for this library and ask users update metadata through the form. However, when new file is uploaded or through the Details panel of an uploaded file, users are still able to quick edit metadata, which will trigger the flow and make it run as many times as the columns that the user has edited. This Details panel cannot be hidden from users via settings, so we need to live with it.

Best regards,

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techsavy 2 on at

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Hello,

What I am asking is.. I should not have version 1.0 until all the metadata is uploaded. The default notification behavior is, as soon as a file is uploaded, a notification is sent out that a new file is uploaded without having to wait for all the metadata. Do you see my challenge here?

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v-jefferni on at

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Hi @techsavy ,

As soon as files are uploaded, flow will be triggered because system metadata of those files has been generated, such as created by/ created on/ etc. You can try and upload a single file without set other metadata, see if the flow will be triggered.

Best regards,

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