Daily Email with Modifications to Multiple Specific Sharepoint Files

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Posted on by LD-23102124-0

I had a separate help request for a flow that sends a daily email listing all documents in a Sharepoint folder modified in the past 24 hours formatted in a table with clickable links. The solution has worked quite well. I am using Recurrence-Get Files (Properties Only)-Select-Create HTML Table-Send an Email(V2).

It returns something that looks like this:

Sharepoint Folder Name	Name	Owner	Modified By	Modified	Link
board	Agenda 1-	ABC	SRT	2025-10-28T01:01:50Z	Link
committee 1	Agenda	DEF	XYZ	2025-10-27T20:27:18Z	Link
committee 1	Minutes of Meeting	DEF	SRT	2025-10-27T22:56:56Z	Link
committee 2	Test Report 1	ABC	XYZ	2025-10-27T15:39:58Z	Link
committee 2	Test Report 2	ABC	XYZ	2025-10-27T15:50:39Z	Link
committee 2	Test Report 3	GHI	XYZ	2025-10-27T15:49:55Z	Link
board	Test Report 4	DEF	XYZ	2025-10-27T15:37:11Z	Link
committee 3	Test Report 5	ABC	SRT	2025-10-27T15:49:21Z	Link
committee 4	Test Report 6	ABC	SRT	2025-10-27T15:48:44Z	Link

While the above sends a sort of "master list" of modified files, I now need to create similar email alerts for individual Sharepoint files. For example, from the above table, I will need a separate email to go out daily to ABC notifying them of modifications made to Test Report 1 in the committee 2 folder, Preferably, I'd like to include multiple specific files in the same email also in a table with clickable links so that a document owner can receive one email with all of their assigned documents that were modified in the last 24 hours. For example, Owner ABC's email would look like this:

Sharepoint Folder Name	Name	Owner	Modified By	Modified	Link
board	Agenda 1-	ABC	SRT	2025-10-28T01:01:50Z	Link
committee 2	Test Report 1	ABC	XYZ	2025-10-27T15:39:58Z	Link
committee 2	Test Report 2	ABC	XYZ	2025-10-27T15:50:39Z	Link
committee 3	Test Report 5	ABC	SRT	2025-10-27T15:49:21Z	Link
committee 4	Test Report 6	ABC	SRT	2025-10-27T15:48:44Z	Link

while DEF's email will be:

Sharepoint Folder Name	Name	Owner	Modified By	Modified	Link
committee 1	Agenda	DEF	XYZ	2025-10-27T20:27:18Z	Link
committee 1	Minutes of Meeting	DEF	SRT	2025-10-27T22:56:56Z	Link
board	Test Report 4	DEF	XYZ	2025-10-27T15:37:11Z	Link

Is this doable? I tried to apply the same logic as the "master list" solution but I couldn't figure out how to drill it down to specific files. My attempts at using Select and Create HTML Table with Get FIle Metadata failed as they don't recognize the dynamic content from that action. If the chart with multiple files is not doable, I can settle for a separate email for each individual file. It's just not ideal.

My second question relates to both my first flow and this. I have it set up to send daily at 7 am which it is doing even if there are no updates so it returns a blank email. Is it possible to set it so that it will send the email only when there are modifications? This isn't a big deal, more of a inbox clutter reducer.

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Daniel Bocklandt 4,894 Super User 2025 Season 2 on at

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Daily Email with Modifications to Multiple Specific Sharepoint Files

Hey,

First, to answer your last question:
Sending an email only when there’s actually something to send is absolutely doable, and a quick win for your flow.

Basically, what you’ll do is add a Condition and use the length() expression.
You’ll take the length of your SharePoint action output, like this:

length(outputs('SharePointAction')?['body/value'])

This expression counts the number of rows in the table your action returns.
Then in your Condition, check if

length(outputs('SharePointAction')?['body/value']) > 0

For sending different emails per owner, that’s also perfectly doable. I have a flow doing exactly that.

Use a Select action to create a table with all your owners. For example:

Owner

ABC

DEF

DEF

ABC

GHI

Then, inside a Compose, use this expression:
union(body('Select'),body('Select'))

This works like Distinct() in Power Apps, you’ll get:

Owner

ABC

DEF

GHI

Add an Apply to each, and use the output of your Compose (the distinct owners) as the source.

Inside the loop, add a Filter array:

From: the original SharePoint output
Condition: item()?['Owner'] is equal to the current item from your Apply to each.

This way, you’ll get a filtered list per owner, exactly what you described.

If this solved your problem, please mark it as Solved to help others find the solution faster.
If you found it helpful, consider giving it a Like to support each other in this community!

Thanks, and happy building!

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LD-23102124-0 8 on at

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Daily Email with Modifications to Multiple Specific Sharepoint Files

Thank you! I'm very new to this so please bear with me. Are you able to provide a screen shot of what this should look like? I tried following but it's not coming out right and a little confused where everything is supposed to be in relation to one another. I still want the emails to the individual owners to have the clickable links for each document. And do I put all their emails in the compose then? WIll it automatically filter them out?

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