How To | 10 min read

Using Microsoft Flow to automatically send ShareGate Desktop reports

WRITTEN BY Jean-Philippe Beaulieu
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With the release of ShareGate Desktop 12.0, you can automatically export your reports to SharePoint. Here's how to configure Microsoft Flow to make reporting even easier.

Published October 7, 2019.

The problem with information is that sometimes it’s not accessible to everyone—or at least, not always easily.

That’s a challenge that we, here at ShareGate, have been trying to solve over the years. Reporting has been a part of ShareGate Desktop almost since its beginning. After that, we added scheduling capabilities. And now we can automatically export reports to a SharePoint library.

This opens a lot of doors to easily share information. We can automatically feed a Power BI Dashboard, or even better, we can automatically send weekly reports to someone by setting up Microsoft Flow.  

Let’s see how it goes. 


Scheduling the report in ShareGate Desktop

First, we need to setup and schedule the report in ShareGate Desktop.

In this scenario, I’ll set up a weekly Permissions matrix report—and of course I’ll make sure the report is automatically exported to the SharePoint library of my choice. 

Setup auto export in ShareGate Desktop.

Then, I'll schedule the report to run on a weekly basis.

Setup auto export in ShareGate Desktop.

Configuring Microsoft Flow

Now, let’s say I want to send an email notification to myself when the report is ready. In this scenario, we’ll use a pre-built template that can send an email automatically when a file is added to a SharePoint Library.

Send a customized email when a new file is added.

As you will see, this flow is very straightforward. It includes 3 actions:

  1. The trigger, which is when an item is added to a SharePoint library
  2. Then, an action to automatically retrieve my own email address
  3. And finally, the email notification itself

All you need to do is select the right site address and the library name you previously selected to automatically export the report. You can modify the subject and body of the email, but otherwise, that’s it!

Finish configuring the flow.

Et voilà!

You will now receive an email automatically.

Easy, right?

Configuring a flow from scratch

Let's complicate things a little now.

This time, I want the email notification to be sent to someone else. But I want to notify that person only when the Permissions matrix report is uploaded to the SharePoint library—not every time a file is uploaded!

We’ll do this by creating a flow from scratch. In flow we’ll click the Create button and select the Automated flow option. From there I’m going to give my flow a name and use the “When a file is created (Properties only)” trigger from the SharePoint connector.  

Select the Automated flow option

The first part will feel very similar to our first flow because we’re using the same trigger we used earlier. 

We simply need to select the site and library where we already configured the export of our report, and then click on the + Next step button. There, we’ll add a condition to our flow to filter out only our Permissions matrix reports. I’ll do this by filtering files using their name. Something like this: 

Filter files by name.

Then, we’ll fill out the If yes part of our condition so that if the file name added or created in the library contains the words Permission matrix report, it will send a report to my colleague Michelle. 

Fill out the If yes part of your condition.

That's it! Michelle will now receive her weekly PMR, all thanks to some ShareGate Desktop and Microsoft Flow magic. 


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