Automate the SharePoint Communicate News & send to all users when a new news item is added.

[aaroh_bits]

Hi All

We are using SharePoint Communication site and there is a requirement that if a News is posted on the site, all the users should be notified when a new item has been added in their corporate email.

How we can achieve using flow? Please advise and any screenshots will really help us.

Thanks in advance.

@ScottShearer  @AlanPs1 

[MattWeston365]

Hi @aaroh_bits, yes this is something which seems to be being asked for more and more. I'll formalise it as a blog post as I've seen quite a few questions across this forum and on the Microsoft Tech Community.

In my Flow, I trigger based on when a file is created or modified (properties only) as that is what I'm interested in working with. When you create this trigger, the Site Pages library will not appear in the Library Name list, so you need to enter "Site Pages" manually.

The key property that you're interested in is a property called "Promoted state". This allows you to identify what type of page it is and if it has been published. A guide to the promoted states is below:

0 = Page is a site page, not a news item

1 = News Item in Draft

2 = News Item published.

So you can make a condition on the Promoted state (Promoted state is equal to 2) and then send an email to your intended audience.

[aaroh_bits]

@MattWeston365  ...

Thanks a ton for your wonderful suggestion. The requirement is user updates multiple news items in the same day, can flow handle this kind of scenario?

Can you suggest which flow actions I can use to achieve this?  

Thanks in advance.

[Brad_Groux]

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@aaroh_bits wrote:

@MattWeston365  ...

Thanks a ton for your wonderful suggestion. The requirement is user updates multiple news items in the same day, can flow handle this kind of scenario?

Can you suggest which flow actions I can use to achieve this?  

Thanks in advance.

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You would use the When a file is created or modified if it is a file, or When an item is created or modified for a list.  The Flow would run any time a file/item was created or modified in the desired Library/List.

How many times per month your Flow can run and how often your Flow can each day depends on your Flow license. The free license allows an average of 25 Flow runs per day, and the paid plans allow between 67-500 times per day.

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[MattWeston365]

Hi @aaroh_bits, @Brad_Groux has correctly offered guidance if you were to continue on a 1 post --> 1 run scenario.

If you have lots of posts being updated, it may be that could consolidate all of the updates into a single notficiation rather than lots of individuals. This would keep your users happy as they're not being spammed, and it also helps to keep the number of Flow runs down.

For this scenario you could use the recurrence trigger, and set it to run once per day.

From that point you can use your standard Flow actions to get the Files (properties only) where the published date/created date/modified date is within the last 24 hours.

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@MattWeston365