Flow to send a email every friday , based on item added properties in Sharepoint Document Library.

[Eswar1]

Dear Members,

I have an SP document library and whenever a new item, is added or modified an email should be triggered (i.e Friday 4:30 every Week).

These are the steps, I am following but I am unable to receive any mail.

Condition checking :

Recurrence: Every Friday at 4:30 pm

For test purposes, I have given it to 5 mins.

Can you please help me with this error.

Regards,

Eswar

[RobElliott]

@Eswar1  why are you using a 5 minute recurrence? It's not doing anything and it means you have 2 triggers in your flow which is incorrect. Are you wanting an email to be sent each time a file is created or modified, or do you want an email to be sent with a list of all files created or modified in the last week? Let us know which it is and one of us here will provide the steps.

Rob
Los Gallardos

[Eswar1]

Dear RobElliott,

I want an email to be sent every Friday at 4:30 pm from a file created/ modified in the SP Doc Library.

Example:

Doc library : Employes

Document Name : Employee Report

Here in this case, when I add the file/update today, the mail should go to the recipients every Friday at 4:30 along with the link.

Please provide me the steps to achieve this.

Thanks,

Eswar Teki

[RobElliott]

@Eswar1 sorry for the delay in replying, work got in the way.  OK so you can have the flow run at 4.30 every Friday and get a result like this:

 Our SharePoint documents library has just the 2 items that have been created in the last week:

The trigger is a Recurrence schedule to run at 16:30 every Friday.

Next, add a SharePoint Get items action. As you're using a documents library you'll need to enter its name as a custom value. We don't want it to loop through the whole list as that's not very efficient, we only want the Get items action to bring back the documents modified less than 7 days ago. So add a filter query of

Modified gt {expression: addDays(utcNow(),-7)}

where gt means greater than. Make sure you put the expression inside ' ' apostrophes:

Getting the link to items to be actual links in the email is a bit difficult and there are a few steps we need to take. Add a Select data operations control. To get the Link to item and Title fields from the dynamic content you need to start adding them in the Map fields:

 Then click the T icon to the right of the Map fields. That will put the mapping into JSON format:

 Delete the { and } and the "Link": and "Title": and make sure you end up with the following syntax.

Next add a Join data operations control and select the output of the Select. In the Join with field add <br/>. That will put each item on a separate line in the email:

 Finally, send the email and into the body add the Output from the Join:

The items in the email link to the documents in the library which can be difficult if you use a Create HTML Table action. This method works well.

You can test this whenever you like, not by adding a 5 minute recurrence but by going to Test in the top right of the flow and clicking "I'll perform the trigger action".

Do come back if you have any questions or problems with this.

Rob
Los Gallardos
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[RobElliott · Accepted solution]

One additional thing to note: if you save and close the flow it  runs with no problem. But if you edit the flow again the syntax in the Select will have been changed and you need to add back in the starting and ending " and the 2 \ and save it again. It's just one of Power Automate's little irritations.

Rob
Los Gallardos

[Eswar1]

Thank you bob, it what i wanted.

Just wanted to check, if we can restrict the number of items.

Regards,

Eswar

[RobElliott]

You are already restricting the list by only bringing back those modified in the last week. What other restriction are you wanting to apply?

Rob
Los Gallardos