Sharepoint: Automation rule using the column metadata "Sensitivity", this column not available

Sergio Londono 791 Reputation points
2025-02-04T22:40:36.3033333+00:00

Hello team,

I am trying to create an automation rule to notify admin if the column metadata "Sensitivity" is modified, Unfortunately, when I try it, this column is not available.

do you know how can I this column and other columns as condition to trigger the automation rule?

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  1. Ling Zhou_MSFT 21,495 Reputation points Microsoft Vendor
    2025-02-05T02:51:47.94+00:00

    Hi @Sergio Londono,

    Thanks for your detailed case description. We are pleased to assist with you.

    Concerning the issue you mentioned, we have also done some internal research and found that we would encounter the same situation.

    It is likely that some features, including creating rules for managed metadata columns, are not fully supported in modern SharePoint experiences at this time. Or perhaps the managed metadata columns have unique properties and behaviors that may be incompatible with the rule creation functionality in SharePoint lists.

    We would like to sincerely apologize for any inconvenience caused to you. In the meantime, it is proposed that you can vote on the improvements to the Manage Metadata Column Creation Rules feature via the link. MS will seriously consider this high level of feedback and make changes accordingly to benefit more members of the community.

    But for now, we can use Power Automate to achieve the same notification functionality. Here are the steps to set this up:

    1.Open Power Automate:

    • Go to Power Automate and sign in with your Microsoft account.

    2.Create a New Flow:

    • Click on Create from the left-hand menu.
    • Select Automated cloud flow.

    3.Set the Trigger:

    • In the "Build an automated flow" window, search for the trigger When an item or file is modified.
    • Select this trigger and click Create.
    • Choose your SharePoint site and list where the "Sensitivity" column is located. User's image

    4.Add a Condition:

    • Click on New step and select Condition.
    • In the condition, set it to check if your managed metadata column value is not equal to "Sensitivity". For this step, please select the Dynamic Content: < your managed metadata column name >Label. User's image

    5.Send Notification:

    • If the condition is met, add an action to Send an email.
    • Configure the email action to notify the admin. You can specify the admin's email address and customize the email content to include details about the change. User's image

    6.Save and Test:

    • Save your flow and test it to ensure it works as expected. User's image

    If you have any questions, please do not hesitate to contact me.

    Moreover, if the issue can be fixed successfully, please click "Accept Answer" so that we can better archive the case and the other community members who are suffering the same issue can benefit from it.

    Your kind contribution is much appreciated.

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  1. Sergio Londono 791 Reputation points
    2025-02-05T15:24:46.98+00:00

    That was perfect... it works.

    I will begin to create some alerts using PowerAutomate, the key is to be notified if sensitivity label is changed from confidential to less protection.

    thanks you very much for your support.

    My config:

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