🔄 Powerful Power Automate SharePoint Workflow 2025 for Easy Document Tracking

If you’re tired of manually organizing documents across SharePoint folders, you’re in the right place. In this tutorial, you’ll create a Power Automate SharePoint Workflow 2025 that detects new documents based on naming rules and auto-logs them into an Excel table—without running 24/7 or breaking when moved to another site.

Table of Contents

🚀 What You’ll Achieve

Using Power Automate SharePoint Workflow 2025, you’ll be able to:

Monitor folders and subfolders for new files matching a naming rule
Log metadata into a SharePoint-stored Excel file
Avoid unnecessary flow runs using efficient triggers
Reuse this flow across any SharePoint site

🧰 Prerequisites

Access to Microsoft 365 with Power Automate
A SharePoint Document Library
A prepared Excel file stored in SharePoint with a formatted table

🧱 Step-by-Step: Create the Power Automate SharePoint Workflow 2025

🔹 Step 1: Prepare Your SharePoint and Excel File

Create an Excel file named DocumentLog.xlsx.
Add a table named DocLog with columns like:
- File Name
- File Path
- Created Date
- Document Type

📁 Store this Excel file in a central location (e.g., Documents > Logs) in a SharePoint Site.

Excel file in SharePoint documents library

🔹 Step 2: Start a New Flow (Manual Trigger)

Since the flow should not run continuously, use a “Manually trigger a flow” or “Recurrence” trigger (set for once a day or week).

Go to make.powerautomate.com
Select Create > Instant Cloud Flow
Name the flow: SharePoint Workflow 2025
Select trigger: Manually trigger a flow
Click on “Create”

🔹 Step 3: Use “Get Files (properties only)” to Search Documents

Add action: Get files (properties only)
Select the document library
Enable “Include Nested Items” = Yes
Add a Filter Query for naming convention: startswith(FileLeafRef,'Invoice_')

This lets your flow scan only specific files (e.g., starting with “Invoice_”).

🔹 Step 4: Append to Excel Table

Use action: Add a row into a table
Enter the following in parameters:
- Location: SharePoint Site — select the site where the Excel file is located within a document library.
- Document Library: Documents — select the library that contains your Excel file.
- File: /Logs/DocumentLog.xlsx — select the Excel file by clicking the folder icon and browsing to its location.
- Table: Table1 — select the table name from the Excel file. You can verify the table name in Excel under the Table Design tab.
- Map each file’s metadata — click on “Advanced parameters” to reveal the available column names, then map the corresponding values from the dynamic content below.
  - File Name: Click the flash icon and select “Name” from the dynamic content list.
    - Once you add Name, Power Automate will automatically insert an “For each” loop and wrap the “Add a row into a table” action inside it. This happens because Power Automate intelligently detects that the Name value is coming from a previous action—such as “Get files (properties only)”—which returns multiple items.
  - File Path: Click the flash icon and select “Full Path” from the dynamic content list.
  - Created Date: Click the flash icon and select “Created” from the dynamic content list.
  - Document Type: Click the fx icon, enter the following expression, and click Add:
    last(split(items('For_each')?['{FilenameWithExtension}'],'.'))

🔹 Result:

After you run the flow you will get all files data in excel file

📈 Bonus Tips

🔧 Optimize for Performance

Avoid For each on large libraries without filtering
Archive old files to reduce query time

🏁 Wrapping Up

Your Power Automate SharePoint Workflow 2025 now smartly scans documents by naming convention, logs them into Excel, and runs only when needed—saving bandwidth, costs, and clutter.