How to create a Power Automate to send an email with a document is moved to a sub folder

Question

We are using the Forms feature in SharePoint to collect documents uploaded from various locations. These documents are stored in the main folder, and within that folder, we have subfolders where documents are later moved so the appropriate staff can process the request. I need to create a Power Automate flow that triggers an email notification whenever a document from the main folder is moved into any of the subfolders. Please advise how to resolve this issue.

Answer 1

Hi @BLACK, STACY L, 

Welcome to Microsoft Q&A forum. 

Thank you for reaching out and sharing your concern regarding creating a Power Automate flow to send an email when a file is moved to a subfolder. 

To create a flow corresponding to your requirement, I would recommend follow these steps: 

1. In Power Automate, select Create on the left pane > Automated cloud flow. 

2. Enter flow name and select When a file is created or modified (properties only) as the trigger. 

3. Click Create. 
4. Select the trigger, select a site and a document library. 

5. Click the plus button, add a condition. 

6. For the condition, enter "/", select Insert dynamic content > Folder path. 

7. Enter the path of the folder. 

 

8. On the False branch, add the action Send an email (V2). 

9. Enter the email address to receive the email, subject, and body as below: 

Please note that to use dynamic content such as file name, folder path and link to the item, add a slash then select Insert dynamic content. 

10. Once done, click Save, then test the flow. 

Below is the result after you setup the flow correctly. 

 

I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, we can work together to resolve this.    

Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you. 

I look forward to continuing the conversation. 

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Answer 2

Hello,

Thank you for the quick reply! I am unsure on this step. How do I select the folder path on the right side? And do I select the subfolder here or the main folder?

Answer 3

Hi @BLACK, STACY L, 

Thank you for your response. 

Based on your description, the flow was working as initially designed but was triggering the same notification for any document moved out of the Main folder. This occurred because the original logic only checked whether a file was no longer in the Main folder, without distinguishing which specific subfolder it was moved into. 

To address this, the flow has been configured with the following steps: 

1. Use the “When a file is created or modified (properties only)” trigger on the Documents document library. 

 

2. Add a condition to verify that the file’s Folder path is not equal to /Documents/Main/, so the flow only continues when a document is moved out of the Main folder. 

 

3. Add a Switch control on the True side and set the Folder path as the value to evaluate. 

 

4. Configure individual Switch cases for each subfolder (for example:  /Documents/Main/Finance/, /Documents/Main/HR/, /Documents/Main/IT/). 

 

5. In each Switch case, configure a Send an email (V2) action with the specific recipients assigned to that subfolder. 

6. Leave the Default case empty to avoid sending notifications when a document is moved to an unconfigured subfolder. 

With this configuration, email notifications are now routed to the appropriate users based on the specific subfolder a document is moved into. 

I trust the information provided clarifies the configuration. Please follow the steps and verify whether the expected behavior is achieved. Should the issue persist, we can review the setup together and identify the next steps. 

Thank you for your patience and understanding. If you have any questions or require further assistance, feel free to post them in the comments so I can continue supporting you. 

I look forward to your feedback. 

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Answer 4

Hello,

Thank you for the clear instructions. I tried, and it is not sending the emails under case. I need one-on-one assistance if that is possible. Can we arrange a TEAMS call?

Answer 5

Hi @BLACK, STACY L, 

Thank you for the continued updates and for working through the troubleshooting steps. 

At this stage, resolving the issue would require deeper, hands-on investigation within the Power Automate environment. I'm only a moderator on the forum, so I can only share my experience and research-based knowledge. I can't walk you through the complete Power Automate setup so as not to provide inaccurate or incomplete guidance.   

Instead, I encourage you to post your questions in the following spaces, where technical experts and Microsoft engineers are more active: Microsoft Power Platform Community Forum Thread and Home | Microsoft Community Hub    

I wish I were able to access your account directly to review the flow and help resolve this more efficiently. However, as community moderators, we are not permitted to access user environments or arrange live meetings with users. 

Thank you for your understanding. Sharing the details of your flow and the steps already taken in the Power Automate forum will help others provide more targeted support. 

Other users will also search for information in this community, so mark it as an answer that will help other users with similar queries find the right channel and useful information more quickly.  

I look forward to hearing from you.  

Wishing you a great day ahead.