When a file is created - but only for one file

[TheSlawekG]

Hi,

I read this post but not sure if it suits me (https://powerusers.microsoft.com/t5/Using-Flows/Sharepoint-When-A-file-is-created-one-file-at-a-time...).

I have a flow like this:

In words:

I have an SP List with Customer Names and their email addresses.

Finance drops an invoice pdf into a folder. The flow kicks off.

The flow should set varAttachmentName, the file name in the format "1234567 - CustomerName".

varInvoiceNumber and varCustomerName are subtracts of the name and are 1234567 and CustomerName.

Then I check the email address of the Customer, get the content of the file, and send an email to the customer with the Subject including the Invoice number and the attachment/invoice added.

The flow is set to check the folder every minute (troubleshooting the problem I learned that it can be every second, not sure when the option was added). Perhaps changing it to every second would solve my problem but will ask anyway.

As you can see on the screenshot, the flow seems to see sometimes the second file, or even 3rd or 4th file.

In that unfortunate situation, the varInvoiceNumber and varCustomerName are set with the last values from the varAttachemntName loop and then the Customer email is taken comparing the last value and to this email address, all the invoices are sent.

How I can make sure that the flow runs only for one file or if 5 or 10 files are dropped into the folder, every file will have its flow and data will not be mixed up?

Thank you for your help.

Regards

Slawek

[creativeopinion]

@TheSlawekG Can you upload a screenshot of what you are looping through in your Apply to Each actions? In the meantime, you might find this tutorial helpful: 3 Mistakes YOU 🫵 are Making with the Apply to Each Action in your Microsoft Power Automate Flow

In this video tutorial I’ll go over how to avoid these common mistakes when using the Apply to Each action in a Power Automate flow:

1️⃣ Looping through a Single Item

2️⃣ Creating Unnecessary Nested Loops

3️⃣ Looping through an Unfiltered Array

At the end of the video I share a few helpful insights when it comes to using the Apply to Each action in your flow.

I'll also cover:

✅ How to avoid the Apply to Each action with a single item array

✅ How to use the item() function to access dynamic content in an array

✅ How to prevent unnecessary nested Apply to Each action loops

✅ How to use the Select action

✅ How to convert an array to a string with the Select action

✅How to use the Filter Query field

✅ How to count the number of items in an array

✅ How to use a condition control

✅ How to use the concurrency control

✅ How to set a top count

✅ How to use Compose actions for troubleshooting

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
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[v-jefferni]

Hi @TheSlawekG ,

As @creativeopinion mentioned, there shouldn't be an Apply to each loop for the uploaded file that triggers the flow:

Best regards,

[TheSlawekG]

Hi,

@v-jefferni I know there should not be a loop but it was added automatically.

@creativeopinion Thanks for the video, I followed it and applied it to my flow. However, when I wanted to test it I uploaded 10 files but the flow started only once. The other 9 files are sitting in the folder and are not processed. Why is that?

Thanks

Regards

Slawek

[creativeopinion]

@TheSlawekG Can you upload a screenshot of your current flow in edit mode? If you are using the When a new file is created (properties only) trigger, the flow will only trigger for the file that was created. 

For the other 9 files that weren't processed, was the flow triggered?

[TheSlawekG]

Hi,

One file was processed and moved to _SentInvoices and the rest 9 is still waiting:

Regards

Slawek

[creativeopinion]

@TheSlawekG When you say that 9 are still waiting, can you clarify what you mean? When you look at the flow run history, does it show that he flow ran 10 times? Or does it only show that the flow ran once? 

For example, I just ran a test and I dropped in 3 files. This is the flow run history. 

Do you see 10 runs or only 1?

[TheSlawekG]

@creativeopinion this is my flow:

- Set varAttachmentName - it full attachment name 123456789 - Slawek.pdf

- Initialize varInvoiceNumber takes only the Invoice number from the Attachment name

- Initialize varCustomerName takes only what is after dash - in that case Slawek

- Get item with Customer Data is filtered query to get the Customer email address from another SP List - Title eq 'varCustomerName'

- Get attachment content - no need for explanation

- Send email sends email to the Customer with the Invoice attached

- Move file moves file to _SentInvoices filder

By saying that 9 files still waiting I mean, that I went to the Document Library and Upload manually 10 files, which I did before I prepared the answer again (I deleted yesterday's files):

The Flow started only once sending me Invoice number 9 and moving it to the folder. The rest 9 files are still waiting and it's been 15 minutes.

Thanks for your help.

Regards

Slawek

[TheSlawekG]

Hi,

@creativeopinion this is my Flow:

- Set varAttachmentName sets the variable with full attachment name 123456789 - SLAWEK.pdf

- Initialize varInvoiceNumber sets 123456789

- Initialize varCustomerName sets SLAWEK

- Get item with Customer Data queries another SP List with email addresses - Title eq 'varCustomerName'

- Get attachment content no explanation needed

- Send email to the Customer with the attachment

- Move file to _SentInvoices folder

By saying that 9 files are still waiting I meant that I used the Upload button and uploaded 10 files but only one file was processed and I received one email only:

The flow was run only once and 9 files are still sitting in the Document Library:

Thanks for your help.

Regards

Slawek

[TheSlawekG]

Hi,

@creativeopinion this is my flow:

By saying that 9 files are still waiting I mean that I uploaded 10 files and only one was processed:

The flow started only once and sent me one invoice.15 minutes later the other 9 invoices are still sitting in the folder. The flow started only once:

Thanks for your help!

Regards

Slawek

[creativeopinion · Accepted solution]

@TheSlawekG Can you try to switch to the Classic Designer to see if that helps? The New Designer is still buggy. I've tested my flow with the same trigger by dragging and dropping files as well as using the Upload button in the document library and the flow triggers for each file uploaded.

If that doesn't help you, since you've already edited your flow in the new designer you may need to create a brand new flow—switch to the Classic Designer first then continue building your flow. 

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response! If you're feeling generous— ☕️  Buy me a coffee: https://www.buymeacoffee.com/acreativeopinion

👉 Watch my tutorials on YouTube
👉 Tips and Tricks on TikTok

[TheSlawekG]

Hi @creativeopinion 

I recreated the flow in Classing Designer and it works as expected. 10 files were uploaded to the folder and the flow started 10 instances within a few seconds.

Thanks for your help.

Regards

Slawek