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.
- Create a flow
- Select the Trigger – When a file is created or modified (properties only)
- For Site Address select the site that you want to be notified
- For Library Name write Site Pages which is the library that will have the News-Post.
- Now select a Condition
- Select from the dynamic content the Property Promoted State and select if that is equal to 2
- On if yes:
- Select the Mail – Send an email notification (V3)
- 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
- Select the Mail – Send an email notification (V3)
- On if No:
- Pick the option to terminate.
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- PromotedState equal to 1 is for unpublished pages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.
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:
[…] Get notified by email when a news post is created on a SharePoint site […]
Thanks. But that does not work when a page is created, then the user create a page then clicks on “Promote”
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
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.
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.
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.
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
Hi David,
Thanks for your posts. I have a question.
You wrote:.
– Now select a Condition
– Select from the dynamic content the Property Promoted State and select if that is equal to 2.
What if I have no “promoted state” to choose? It’s always empty in my case and there is no dynamic content…
thanks for helping,
Linda
Hi,
Please verify if you select the correct trigger the name should be “When a file is created or modified (properties only)”.
My best,
David Ramalho
Hi! I cannot also see the PromotedState property.There is “no dynamic content available”.
Hi,
Please verify if you select the correct trigger the name should be “When a file is created or modified (properties only)”.
My best,
David Ramalho
Same here. No Promoted state option available in dynamic content.
We want to send an email to the entire company when a new post has been published/promoted. At the moment it only works when i create the news post.
How can i solve this?
Hey,
If you are a SharePoint site collection admin you should see all the posts when they are even on draft.
There could be some expectations like creating a news post and they didn’t do anything. Take a look at this link for more info about this specific case. https://sharepoint-tricks.com/take-control-of-files-created-that-are-not-published-sharepoint/
My best,
David Ramalho
I have the same problem. The flow is only working when I publish the news item, not when my colleague does it. It is not draft posts, she has published a post today, but my flow didn’t send an email.
Thanks for the post! really helpful!
Is there a way to avoid multiple emails for the same news post? I want to email a group of people when a file is created but not when it is modified… It seems like it creates multiple emails sometimes.
I tried “When a file is created” as a trigger but it doesn’t trig most of the time, probably because the promoted state is at 1 rather than 2 when the file is created.
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