Get notified by email when a news post is created on a SharePoint site

Photo by Bram Naus on Unsplash

If you looking for publishing news content to your organization quickly and with perhaps looking to SharePoint News should be the way to go. You’ll have access to multiple tools and get for example content displayed from multiple sites. If you have the SharePoint App on your phone, you’ll be notified once something new is published. However, there are some scenarios where people may want to receive an email with this type of information.

If you want to create a newsletter to send to multiple people on the following link more information about it. In this case, we will cover a way to be notified by email once a news article is published on your site. For that, we gonna use the Power Automate.

  1. Create a flow
  2. Select the Trigger – When a file is created or modified (properties only)
    1. For Site Address select the site that you want to be notified
    2. For Library Name write Site Pages which is the library that will have the News-Post.
  3. Now select a Condition
    1. Select from the dynamic content the Property Promoted State and select if that is equal to 2
  4. On if yes:
    1. Select the Mail – Send an email notification (V3)
      1. You can now select your email, title and body email. You can use the properties stored on SharePoint to show some content from the News
  5. On if No:
    1. Pick the option to terminate.
PowerAutomate

Some considerations about this Power Automate:

  • The property Promoted State is used by SharePoint depending on the status of your page:
    • PromotedState equal to 0 is for pages on the site.
    • PromotedState equal to 1 is for unpublished pages
    • PromotedState equal to 2 is for News pages
  • Each time that the article is modified the users will receive a new email.
Email Sample

Conclusion

After a new news post is created you will be notified by email with a news post. Since we’re using the PowerAutomate to process this, you can expand this Automated Flow to for example publish on a Team Channel and others.

If you want to send this email with the no-reply take a look to this sample and combine this with that:

7 Comments

  1. Sylv1 said:

    Thanks. But that does not work when a page is created, then the user create a page then clicks on “Promote”

    January 20, 2021
    Reply
    • David Ramalho said:

      Hi,

      That probably means that when creating the pages they are of type page rather than News. They turn out News when you click to promote as news.
      To avoid this issue, I would recommend saving a page as a template with the Type news.

      My best,
      David Ramalho

      January 22, 2021
      Reply
  2. Translation problem said:

    Hi, I cannot find the property Promoted State. The problem is that my site is in Swedish and not English. What is the description for this property? I cannot find anything that matches in the list.

    February 26, 2021
    Reply
    • Søren said:

      I had the same problem, using a Danish tenant.
      Therefore, I ended up changing the display language and regional format (locale) to English & United Kingdom from within Power Automate settings.
      Then I will just put it back when I’ve built my flow.

      March 4, 2021
      Reply
  3. Gabriel Falcão said:

    Hayo, any ideas on how to send the entire body of the news post in the e-mail? The dynamic content “body” doesn’t work.

    April 6, 2021
    Reply
    • David Ramalho said:

      Hi Gabriel,

      You should be able to get that information from SharePoint REST API, however, it could be challenging to manage the code to send a proper formated email.

      My best,
      David Ramalho

      April 25, 2021
      Reply

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