Creation Rule

Question

Hi Microsoft Support Team,

I would like to ask how to create a notification rule that applies only to a specific subfolder in a SharePoint document library.

I have tried opening/selecting the specific subfolder and then using Automate → Create a rule. However, the result is that I am receiving email notifications for updates across the entire document library, not just the selected subfolder.

Could you please advise on the correct method to create a rule that is limited to a particular subfolder only?

Thank you for your assistance.

Answer 1

Hi Sophie,

I understand that SharePoint Alerts are being retired and that Microsoft is transitioning users to Power Automate (as referenced in the SharePoint Alerts retirement notice).https://support.microsoft.com/en-us/office/sharepoint-alerts-retirement-813a90c7-3ff1-47a9-8a2f-152f48b2486f

Previously, I have been using the Alerts function without any issues, particularly for specific subfolders. I have also extended my existing Alerts successfully. However, I recently created several new subfolders that require notifications, and I am currently unable to set up Alerts for them.

Although the “Alert Me” button is still visible, I am unable to complete the process, as the “OK” button at the final step appears to be inactive.

With the upcoming retirement of SharePoint Alerts, could you please advise on the correct approach to create notification rules for a specific subfolder using Power Automate (or the recommended alternative)?

Your guidance would be greatly appreciated.

Kind regards,

Moderator note: personal info removed

Answer 2

Dear @Atar Sukamto,

Thank you for posting your question in the Microsoft Q&A forum. I understand the frustration of receiving too many notifications when you only need to track a specific subfolder. The "Create a rule" feature in SharePoint is designed to be simple, but it currently applies to the entire library by default, even if you have a folder selected. 

To achieve folder-specific notifications, I recommend using the "Alert Me" feature, which allows for much more granular filtering than the standard automation rules.  The most reliable way to limit notifications to a single subfolder is to create a specific "View" for that folder and then set an alert for it. 

Step 1: Create a Filtered View 

1. Navigate to your SharePoint document library and open the specific subfolder. 
2. Click the View options menu (usually says "All Documents") in the top right and select Save view as. 
3. Give it a name (e.g., "Subfolder Updates Only"). 

Step 2: Set the Specific Alert 

1. With that subfolder still open, click the three dots in the top menu bar. 
2. Select Alert me. 
3. In the configuration window, look for the "Send Alerts for These Changes" section. 
4. Select "Someone changes an item that appears in the following view" and choose the view you just created (e.g., "Subfolder Updates Only"). 
5. Click OK. 

For more details and step-by-step instructions, please refer to: How to create Rules on a List or Library | SharePoint Maven

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.

If you need even more control, you can create a simple flow in Power Automate 

As our current forum primarily supports Microsoft 365 products, and your issue relates specifically to Power Automate (Microsoft Flow), we recommend posting your question in the Microsoft Power Automate Community for expert assistance. The reason I ask you to post a new topic is that in the Answers forum, we have limited resources and very little knowledge about Power Automate, and in Microsoft Power Platform Community Forum Thread, you'll get the most qualified group of respondents, and other partners who read the forums regularly can share their knowledge or learn from your interaction.   

The reason for this redirection is to ensure you receive the most qualified support and avoid any incorrect information. Members of that forum, including Microsoft experts and partners, regularly share solutions and best practices for scenarios like yours.   

For more details on managing alerts, you can refer to: Create an alert to get notified when a file or folder changes in SharePoint - Microsoft Support 

We truly appreciate you're understanding and wish you success in resolving this issue quickly. If you need help navigating the community or structuring your question, please let us know, we’re happy to assist.   

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