Send Email once when files are uploaded sharepoint

[PA_is_awesome1]

Hi, 

I am using the template provided by Power automate. However, the issue is that when 30-50 files & folders are uploaded to the Sharepoint, i will receive 30-50 emails. Is there anyway to set an email (Summary of the files + folders uploaded) to be sent at the end of the day like 6PM? 

I am new to Power Automate

[v-xiaochen-msft]

Hi @PA_is_awesome1 ,

This template cannot meet your needs.

To achieve it, you should create a scheduled flow.

You can set the trigger and the flow will be triggered every day at 6 pm.

Best Regards,

Wearsky

[PA_is_awesome1]

Hi @v-xiaochen-msft ,

Thanks for the solution and apologies that i wasn't specific.

Based on the solution, an email will be sent daily. However, i would only like a summary email to be sent if documents were uploaded. The folder will be shared by different departments and it is not daily that we will have documents being uploaded. 

Once again, thank you. 

[v-xiaochen-msft]

Hi @PA_is_awesome1 ,

Assuming x files are uploaded today, if you use 'when a file is created' trigger, the flow will be triggered x times. That's by design.

If you want avoid the duplicate flow run, the scheduled flow is the best choice.

You can add a 'get files' action to get the files uploaded today with filter. 

If there are no files uploaded today, the flow will not send any email. To achieve it, please add a condition in flow.

Hope it makes sense.

Best Regards,

Wearsky

[grantjenkins · Accepted solution]

Note if you want to run the report at 6PM each day then you can't just get the files and folders created today otherwise you won't get anything created after 6PM each day.

See summary of flow below that runs daily at 6PM and retrieves files and folders created in the last 24 hours. I'll go into detail for each action below the summary.

Recurrence

This is set to run at 6PM each day based on my time zone (you would put whatever time zone you are in).

Initialize variable - Last 24 hours

This creates a date set to the current time minus a day so 24 hours ago.

addDays(utcNow(),-1)

Get files (properties only)

This retrieves all the files (and folders) where the created date is greater or equal to 24 hours ago (the last time you ran the report). It also has Include Nested Items set to Yes.

Created ge '@{variables('OneDayAgo')}'

If you wanted to only return files (NOT folders) then you could update the Filter Query with the following:

FSObjType eq 0 and Created ge '@{variables('OneDayAgo')}'

Condition - Are there any files

This checks to see if any files and/or folders were returned (created in the last 24 hours) and only continues if there is at least one.

length(outputs('Get_files_(properties_only)')?['body/value'])

Create HTML table

This will build an HTML table passing in the relevant fields from the files returned. You can add whatever fields you want (that are available to you). Note that value in the From field is taken from the Get files action.

Compose Table Style

This is some CSS (Cascading Style Sheet) to style your table to make it look nice when it's sent out via email.

<style>
table {
  border-collapse: collapse;
  width: 100%;
}
table td, table th {
  border: 1px solid #ddd;
  padding: 8px;
}
table tbody tr:nth-child(2n+2) {
  background-color: #ddd;
}
table tr:hover {
  background-color: #ddd;
}
table th {
  padding-top: 12px;
  padding-bottom: 12px;
  text-align: left;
  background-color: #1C6EA4;
  color: white;
}
</style>

Convert time zone

This just takes the date/time from 24 hours ago and converts it into my time zone with a full date/time pattern. Again, you would change this to your time zone. This is used in the email subject and body.

Send an email - Daily summary

Finally you send the email including the converted date/time, CSS table style and HTML Table you generated.

Note that the first Output is from Compose Table Style, and the second Output is from Create HTML table.

Below is an example of what the email would look like.

[PA_is_awesome1]

Dear @grantjenkins ,

Sorry for the late response as i was away. I have tried it and this is exactly what i need ! 

Thank you so much for going through it step by step. It really help me as i am totally no clue on the rationale behind it. It is always why i tend to use Template which was already set up. 

This is brilliant. Thank you !

[PA_is_awesome1]

Dear @v-xiaochen-msft ,

I would like to thank you for the time. 

[PA_is_awesome1]

Hi @grantjenkins  ,

Hope you have been well.  

My team has started using this solution. Along the way, i found it hard to manage the individual 50 project folders due to the changes in the team members. I don't think there will be any solutions to manage the specific folder in each project?

But are we able to pull the email addresses from an excel instead of logging into the specific folder to amend the change in team member's email address? 

I have uploaded a screenshot of the excel.

Main Email address will be at the “To”

Back-up Email address will be at the “CC”

[grantjenkins]

One thing you'd need to do is convert your data in Excel to an Excel Table so that you can retrieve it within Power Automate. Something like below:

Then, wondering how you would map a project to the relevant row in your Excel Table. Are the Project Folders in SharePoint named the same as your Project Names in your Excel Table?

[PA_is_awesome1]

Hi @grantjenkins ,

Yes, we can name the Project Name to be the same as the SharePoint Folder Name. 

Thanks for the pointer on converting the Excel into Table. Thank you !

[Bugs15]

Hi @grantjenkins

Thank you very much for providing this solution. I want to make 2 adjustments, one is modified date and number of times the file was saved/modified. Modified date was straightforward but the format is like "2024-06-21T13:23:48Z", can it be made changed to exclude the "T" & "Z"?
And I have no idea how to get the number of times the file was saved/modified info in the table. Would you be able to help?