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File Survey in SharePoint Library for new files and send mail to recipient list with these files

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Posted on by BenMielichSuess

Hi all,

I'm new to PowerAutomate and it seems the process I'm looking for is not the easiest to start with (at least for me as a newbie). So here we go:

I have a SharePoint Library and I'd like to survey one subfolder every day (at 8 in the morning) for new files. The relevant new files contain a certain string pattern ('1079' or '1081'), all other new files without that pattern should not be considered.

Next, I want to sent these files to a mail distribution list and mention the name of that new files in the main text body of the mail.

If there are no new file, no email should be sent.

Sounds simple... hope for you it is, wasn't for me 😄

Any help is highly appreciated.

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Answers (1)

BenMielichSuess 20 on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Ok, I found the issue. I created a "mock" file for testing, which was a *.txt file with a filename that will be matched with the requests of the flow, but the file did not contain any content!
Simply putting content into this text file made the flow run as expected!

Thank you @v-jefferni so much for sharing your knowledge, it really made a difference here and I appreciate it a lot!
v-jefferni on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi @BenMielichSuess ,

It seems the Send an Email action was saved once using single attachment method. Please add another send an Email action, switch attachments to array mode, copy and paste other parameters from the old action and then delete the old action, save and test the flow.

Best regards,
BenMielichSuess 20 on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Thanks for pointing it out. I also noticed it and it was already changed before I got the error message from the "send an email" block, so unfortunately this is not the issue...
v-jefferni on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi @BenMielichSuess ,

I found that you have the wrong condition in Condition control. It should be "is not equal to".

BR,
BenMielichSuess 20 on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Cool, thanks @v-jefferni, for all your efforts!
That step seems to be fixed , but now the "Send an email" block gives me following error:
v-jefferni on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi @BenMielichSuess ,

It's incorrect in Select.

Best regards,
BenMielichSuess 20 on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi,

i think it did not propagate the infos into the array:
Here's a screenshot from the history after the if yes/if no:

However, i received an email yesterday with no content (no file attachements; only title, no body), and the file was pasted 3 days ago to the sharepoint and the recurrence of checking is set to 1 day...

Here's again my flow, hope there's no error somewhere?
v-jefferni on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi @BenMielichSuess ,

You need to go to flow run history, see if there are files be found in Get files (properties only) action.

Best regards,
BenMielichSuess 20 on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi,

thanks for the bugfix. Indeed the flow runs now without errors. However, I do not receive any emails if I create a test-file (e.g. "1079_test.txt") to the respective folder in the sharepoint library?
Do you know what the issue could be?

Thanks a lot!
v-jefferni on at

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Re: File Survey in SharePoint Library for new files and send mail to recipient list with these files

Hi @BenMielichSuess ,

Sorry, the column name is case sensitive, so please try:

(substringof('1079',FileLeafRef) or substringof('1081',FileLeafRef)) and Created gt '@{addDays(utcNow(),-1)}'

Speaking of recipients' Emails, using a list or Excel table is fine, you can get items from list or list rows from Excel table, then use a join function to concatenate all the Emails together with semicolon and set in To paremeter.

Best regards,