When team members load weekend waiver forms to the SharePoint library through the link in their Registration confirmation email, we need to create automatic email notifications to the current OHC. These team members do not typically check the OHC_men/women@spacecitytd.org email, so we use a Power Automate Flow to send to an external email address.
Step 1: Start a New Flow
Go to make.powerautomate.com and sign in with your Microsoft 365 account.
- Click + Create in the left menu.
Select Automated cloud flow.
Flow name: Enter “Folder New File Notification”.
Search for “SharePoint file created” in the trigger box.
Choose SharePoint – When a file is created (properties only) (this is instant, no delay).
Click Create.
Step 2: Configure the Trigger
Site Address: Click in the box > select your SharePoint site from the dropdown (or paste the URL).
Library Name: Select your library (e.g., “Documents”).
Folder: Click in the box > navigate to and select your specific folder (e.g., “/YourFolderName”). This limits it to that folder only.
(Optional) Limit to Folder: Yes (prevents subfolder triggers if unwanted).
Step 3: Add the Email Action
Click + New step.
Search for “send an email” > select Office 365 Outlook – Send an email (V2).
To: Enter the external email address (e.g., external@example.com). No guest needed.
Subject: Type
New file added to [Folder Name]:then click Add dynamic content (lightning icon) > under When a file is created select Name.Full example:
New file added to Payroll Folder: @{Name}
Body (HTML or plain text—use HTML for links):
Step 4: Save, Test, Run
Click Save (top right).
Click Test > Manually > Run flow.
Upload a test file to your monitored folder.
Check run history (left menu > My flows > your flow): It should show “Succeeded” with the email sent.
Turn on: The flow auto-runs on new files.