Email Notification using power automate

Creating an email notification workflow using Power Automate for your SharePoint document library can be accomplished with the following steps. The process will include triggering events based on document uploads and status changes, sending email notifications, and updating SharePoint list columns accordingly.

Here's a detailed guide to set up the required flow:

Step-by-Step Guide

Step 1: Trigger the Flow When a Document is Uploaded

1. Create a New Flow:
   • Open Power Automate and create a new flow.
   • Select "Automated flow."
   • Name your flow and choose "When a file is created or modified (properties only)" as the trigger.
   • Connect it to your SharePoint document library.

Step 2: Send Email Notification to the Department

1. Add a Condition to Check if the Document is Uploaded by an External User:

   • Use a condition to check if the "Confirmation (By external user)" column is set (assuming this indicates the upload by an external user).
   • If true, proceed to send an email.

2. Send Email:

   • Add the "Send an email (V2)" action.
   • Configure the email to be sent to the department (use the department email address or a lookup if the department email is stored in a SharePoint list).
   • Include relevant information about the document and next steps.

Step 3: Department Reviews and Confirms or Denies the Appointment

1. Wait for Approval:

   • Add an "Approval" action for the department to review the document.
   • Choose "Start and wait for an approval."

2. Configure Approval Options:

   • In the approval action, configure two options: "Confirm Appointment" and "Deny Appointment."
   • Include fields for comments if denied, to explain the reason.

Step 4: Send Email Notification to the External User

1. Send Email on Approval Response:

   • Add a condition to check the response from the approval action.
   • If approved, send an email to the external user confirming the appointment.
   • If denied, send an email to the external user with the denial reason and instructions for further action.

2. Send Email:

   • Use the "Send an email (V2)" action.
   • Retrieve the external user’s email from the "Confirmation (By external user)" column.
   • Include the appointment status and any additional comments or instructions.

Step 5: External User Confirms Appointment or Requests Reschedule

1. Wait for Confirmation:

   • Add a step to wait for the external user's confirmation or reschedule request. This can be done using a form or another SharePoint list item.

2. Add Condition to Check Response:

   • Use a condition to check if the external user confirmed the appointment or requested a reschedule.

Step 6: Send Email Notification to the Department

1. Send Email Based on User Response:

   • If the external user confirms the appointment, send an email to the department confirming the appointment.
   • If the external user requests a reschedule, send an email to the department with the reschedule request.

2. Send Email:

   • Use the "Send an email (V2)" action.
   • Include the relevant details and any additional instructions or comments from the external user.

Flow Summary

1. Trigger: When a document is created or modified.
2. Condition: Check if uploaded by an external user.
3. Action: Send email to the department.
4. Approval: Department reviews and confirms or denies the appointment.
5. Condition: Check approval response.
6. Action: Send email to the external user.
7. Wait: For external user confirmation or reschedule request.
8. Condition: Check external user's response.
9. Action: Send email to the department based on the external user's response.

Detailed Steps for Each Action

• Trigger Action: Configure the trigger to start the flow when a file is created or modified in the SharePoint library.
• Send Email Action: Configure the email with dynamic content to include relevant information from the SharePoint item.
• Approval Action: Configure the approval action with custom responses and conditions to handle each outcome.
• Condition Action: Set up conditions to evaluate the responses and determine the next steps.
• Wait Action: Use appropriate wait actions or parallel branches to handle asynchronous steps, such as waiting for user responses.

By following these steps, you will create a robust workflow that handles document uploads, sends notifications, and manages appointment confirmations and rescheduling efficiently.