Forum Discussion
Weekly submitting of a file to a Document Library
If you are able to maintain a SharePoint List in addition to the Document Library, I would suggest having a list item for each person with a column which stores the date of the most recently uploaded file. Let call this column LastUploadDate.
I assume you have a flow which is triggered by form submissions and use this to write the uploaded file to your document library. You can use this flow to add/edit entries in the new list to keep the LastUploadDate column up to date.
You can then have a flow triggered daily to query the list for any entries where LastUploadDate is older than 7 days. The result of this query is the list of people you need to send notifications to.
The new list could also record when the reminder notification was last sent out, allowing you to avoid sending duplicate notifications.
Presumably, when someone leaves your organisation you don't want to send them notifications about their late form submission. In this case you can remove them from the new SharePoint list.
- Hello I am having trouble figuring out this logic. Would I create a separate column from the Created By column which exists and the Date Submitted Column which I have? I don't know how to group them together in say an array or something to check.
I appreciate the assistance, I am just having trouble understanding the specifics of it to get it to work. I know what I want to do, it is getting it to work in Power Automate.
Thank you.
MattHi Matthew Carter ,
I think you might be running into problems if you are trying to manage this process solely within the Document Library.
My suggestion is that you make use of a NEW SharePoint List in ADDITION to the SharePoint Document Library you are already using. As an example, lets call this new list Submission Tracker.
This new Submission Tracker list would have only one List Item per person. When someone submits a new form response you would create or update the corresponding List Item for that person in the Submission Tracker list and set the LastUploadDate column to the current date.
You then set up a Power Automate flow to run every day which queries the Submission Tracker list for all people where the LastUploadDate column value is older than 7 days. The result of this query contains the people you need to send notifications to.
Hopefully that makes a bit more sense, but please come back to me if not.
- Thank you. I DO appreciate your taking the time to write to me! I DO! THANK YOU!
I have a Microsoft Lists and called it Submission Tracker and my issue is sadly HOW do I do this?
How do I keep track of the persons that have submitted already and maybe a unique field? if so, how do I account for that? I don't know how to check a column to see who all is in it and then if they are in the list or column, then overwrite it.
I thought to create a variable array to somehow grab the column with the person's name, maybe the Created By field and put that into an array - not sure exactly how, and then check if it is in that array. If NOT, then add it and then append to the array - however that might be only one time.
This is where I get frustrated and confused.
