Is it possible to reference a document library in a list so i can use the data in a flow?

[mr-samd]

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

[RobElliott]

@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
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[mr-samd]

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

[RobElliott · Accepted solution]

@mr-samd an example of a reminder  flow for a document library item is as follows:

Rob
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[RobElliott]

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.

Rob

Los Gallardos
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[efialttes]

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

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]

@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]

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]

@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]

@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
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[mr-samd]

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

[RobElliott]

Looking at your screenshot you haven't added the full expression for the format DateTime. You need to include what data to format. So if you are wanting to get today's date in a particular format - the US one is necessary for date comparisons as you are doing here - then you'd use formatDateTime(utcNow(),'yyyy-MM-dd')

Rob
Los Gallardos

[mr-samd]

@RobElliott That makes sense. Can I ask what the 'Compose_ReviewDate' is referencing as I am getting errors that it needs a valid reference and I assume this is a place holder?

[RobElliott]

The Compose FormatReviewDate is just formatting the Compose ReviewDate into yyyy-MM-ddd format so that it can be compared with the Compose Today.  If you look at the comment I've added to each compose with the syntax you'll can see what it's doing.

Rob
Los Gallardos

[mr-samd]

Ok I think that's is sorted. just need to test it all now. Thanks for all of your help @RobElliott !!!