In order to detect documents missing required fields through Power Automate, you can follow these steps to create a scheduled flow that checks the metadata of the documents, identifies the missing required fields, and sends emails to the employee and their supervisor.
1. Create a Scheduled Cloud Flow
- Go to Power Automate (https://flow.microsoft.com/), sign in, and click “Create” from the left sidebar.
- Choose “Scheduled cloud flow” and give it a name.
- Set the schedule (e.g., daily, weekly) and the start time for the flow.
- Click “Create”.
2. List the files in the Document Library
- Add a “List items” or “List files in folder” action (depending on whether you’re using a SharePoint list or a SharePoint document library).
Fill in the required information such as “Site Address” and “List Name” or “Folder Id”.
3. Add a “Filter array” action to filter out files with missing required fields
- In the “From” field, select the “value” output from the “List items” or “List files in folder” action.
- In the “Filter array” action, set the conditions to identify files with missing required fields. For example, if you have a required field called “Department”, the condition could be “item()?[‘Department’] eq null”.
4. Add a “Apply to each” control to loop through filtered items
- In the “Select an output from previous steps” field, select the “Body” output from the “Filter array” action.
5. Inside the “Apply to each” loop, set up Email Notifications
- Add a “Send an email (V2)” action.
- Fill in the “To” field with the employee’s email address. You can use “item()?[‘Author’]?[‘Email’]” if the employee’s email address is stored in the “Author” field.
- Fill in the “Cc” field with the supervisor’s email address.
- Set the “Subject” and “Body” to include relevant information about the missing fields in the document.
6. Save and test your Flow
This scheduled flow will run at the specified intervals, check documents for missing required fields, and send email notifications to the employee who uploaded the file and their supervisor.