cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
NC12
Resolver III
Resolver III

Set User alerts per folder permissions

Hi

 

I have a document library with multiple folders. Each folder has unique permissions.

 

I want to set up a flow that will notify users according to folder permissions each time there are changes to that particular folder.

 

Is this possible?

 

Please help.

1 ACCEPTED SOLUTION

Accepted Solutions
Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @NC12,

 

Did you switch the Map field of your Select action to text mode? (single column). It looks like it is still returning key/value pairs instead. Additionally, we might need to filter out the empty email addresses as well. But lets first see if the text mode works for you before try to fix that at the same time. Step-by-step troubleshooting works best 😁

 

Below is an example how to switch it with the T button on the right side (click on the animation to see it in higher resolution).

 

switchtotextmode.gif



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


View solution in original post

5 REPLIES 5
Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @NC12,

 

What type of unique permissions have you assigned to these folders and do the items within the folders inherit these permissions? Have you used Security groups or SharePoint groups or maybe even security groups nested within SharePoint groups for the assignment of those permissions? If it is a mixture of this a setup can be pretty challenging 😁

 

Lets assume it is just SharePoint groups with no nesting and all items within each folder inherit those permissions.

 

In that case you a HTTP request to retrieve the roleassignments and the related users (and their email addresses) of the file which has been created or changed.

 

With a Select and some expressions you could turn that output into a semi colon separated string which can be used in the To field of a Send an Email (v2) action.

 

Below is an example

 

URI

_api/web/lists/getbytitle('Alerts per Folder')/Items(@{triggerOutputs()?['body/ID']})/RoleAssignments?$expand=Member/Users,RoleDefinitionBindings&$select=Member/Users/Email

 

Headers

{
  "Accept": "application/json;odata=nometadata",
  "Content-Type": "application/json;odata=nometadata"
}

 

2. Select From

xpath(xml(json(concat('{"root": { value:', outputs('Send_an_HTTP_request_to_SharePoint')?['body']['value'], '}}'))), '//root/value')

 

3. Map field of Select (switched to text mode)

join(xpath(item(), '//Users/Email/text()'), ',')

 

4. To field of Send an Email (v2) (a union is used to remove any duplicates)

join(union(split(join(body('Select'), ','), ','), split(join(body('Select'), ','), ',')), ';')

 

getroleassignments_uniqueusers.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi Denis

 

Thank you so much for the detailed response.

 

The permissions are SPO Group-based, and the sub-folder within each folder inherits permissions from the parent.

 

Please see my screenshot below. I am not sure why it's giving this error.

NC12_0-1707224053443.pngNC12_1-1707224108975.png

 

Thanks

Expiscornovus
Most Valuable Professional
Most Valuable Professional

Hi @NC12,

 

Did you switch the Map field of your Select action to text mode? (single column). It looks like it is still returning key/value pairs instead. Additionally, we might need to filter out the empty email addresses as well. But lets first see if the text mode works for you before try to fix that at the same time. Step-by-step troubleshooting works best 😁

 

Below is an example how to switch it with the T button on the right side (click on the animation to see it in higher resolution).

 

switchtotextmode.gif



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #MicrosoftCopilotStudio content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi Denis

 

Oh, I am so grateful for your help!

NC12_1-1707378371934.png

It was an oversight on my end. You are a genius!!!!

 

Thank you so much!

 

Hi Denis

 

I didn't realize that it only sends an email to one person, the owner of the folder, and not to other folder users.

 

Any trick you can think of?

 

Thanks

Helpful resources

Announcements

Community will be READ ONLY July 16th, 5p PDT -July 22nd

Dear Community Members,   We'd like to let you know of an upcoming change to the community platform: starting July 16th, the platform will transition to a READ ONLY mode until July 22nd.   During this period, members will not be able to Kudo, Comment, or Reply to any posts.   On July 22nd, please be on the lookout for a message sent to the email address registered on your community profile. This email is crucial as it will contain your unique code and link to register for the new platform encompassing all of the communities.   What to Expect in the New Community: A more unified experience where all products, including Power Apps, Power Automate, Copilot Studio, and Power Pages, will be accessible from one community.Community Blogs that you can syndicate and link to for automatic updates. We appreciate your understanding and cooperation during this transition. Stay tuned for the exciting new features and a seamless community experience ahead!

Summer of Solutions | Week 4 Results | Winners will be posted on July 24th

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**   Week 1 Results: Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge.   Community MembersNumber SolutionsSuper UsersNumber Solutions Deenuji 9 @NathanAlvares24  17 @Anil_g  7 @ManishSolanki  13 @eetuRobo  5 @David_MA  10 @VishnuReddy1997  5 @SpongYe  9JhonatanOB19932 (tie) @Nived_Nambiar  8 @maltie  2 (tie)   @PA-Noob  2 (tie)   @LukeMcG  2 (tie)   @tgut03  2 (tie)       Week 2 Results: Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 2: Community MembersSolutionsSuper UsersSolutionsPower Automate  @Deenuji  12@ManishSolanki 19 @Anil_g  10 @NathanAlvares24  17 @VishnuReddy1997  6 @Expiscornovus  10 @Tjan  5 @Nived_Nambiar  10 @eetuRobo  3 @SudeepGhatakNZ 8     Week 3 Results: Congratulations to the Week 3 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 3:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji32ManishSolanki55VishnuReddy199724NathanAlvares2444Anil_g22SudeepGhatakNZ40eetuRobo18Nived_Nambiar28Tjan8David_MA22   Week 4 Results: Congratulations to the Week 4 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Week 4:Community MembersSolutionsSuper UsersSolutionsPower Automate Deenuji11FLMike31Sayan11ManishSolanki16VishnuReddy199710creativeopinion14Akshansh-Sharma3SudeepGhatakNZ7claudiovc2CFernandes5 misc2Nived_Nambiar5 Usernametwice232rzaneti5 eetuRobo2   Anil_g2   SharonS2  

Check Out | 2024 Release Wave 2 Plans for Microsoft Dynamics 365 and Microsoft Power Platform

On July 16, 2024, we published the 2024 release wave 2 plans for Microsoft Dynamics 365 and Microsoft Power Platform. These plans are a compilation of the new capabilities planned to be released between October 2024 to March 2025. This release introduces a wealth of new features designed to enhance customer understanding and improve overall user experience, showcasing our dedication to driving digital transformation for our customers and partners.    The upcoming wave is centered around utilizing advanced AI and Microsoft Copilot technologies to enhance user productivity and streamline operations across diverse business applications. These enhancements include intelligent automation, AI-powered insights, and immersive user experiences that are designed to break down barriers between data, insights, and individuals. Watch a summary of the release highlights.    Discover the latest features that empower organizations to operate more efficiently and adaptively. From AI-driven sales insights and customer service enhancements to predictive analytics in supply chain management and autonomous financial processes, the new capabilities enable businesses to proactively address challenges and capitalize on opportunities.    

Updates to Transitions in the Power Platform Communities

We're embarking on a journey to enhance your experience by transitioning to a new community platform. Our team has been diligently working to create a fresh community site, leveraging the very Dynamics 365 and Power Platform tools our community advocates for.  We started this journey with transitioning Copilot Studio forums and blogs in June. The move marks the beginning of a new chapter, and we're eager for you to be a part of it. The rest of the Power Platform product sites will be moving over this summer.   Stay tuned for more updates as we get closer to the launch. We can't wait to welcome you to our new community space, designed with you in mind. Let's connect, learn, and grow together.   Here's to new beginnings and endless possibilities!   If you have any questions, observations or concerns throughout this process please go to https://aka.ms/PPCommSupport.   To stay up to date on the latest details of this migration and other important Community updates subscribe to our News and Announcements forums: Copilot Studio, Power Apps, Power Automate, Power Pages

Users online (1,758)