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How to replace SharePoint Alerts functionality?

Mark Arend 10 Reputation points
2025-09-29T18:09:40.9366667+00:00

Two options have been proposed to replace SharePoint Alerts: SharePoint Rules and Power Automate Flows. Both of these have limitations that prevent successful use. Three SharePoint rules must be created by each user for "Any changes" and only 15 rules maximum can be applied to any site. We have hundreds of alerts to replace. Power Automate Flows are very complex to understand for our end-users, it is beyond their scope to create these.

Do any Power Automate flow templates exist that allow parameterized calls from SharePoint libraries? What other solutions are feasible for end users? We're considering creating our own Logic App or Function App that can do the job of SharePoint alerts... has anyone created something like that already?

Microsoft 365 and Office | SharePoint | Development

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  2. Teddie-D 15,050 Reputation points Microsoft External Staff Moderator
    2025-09-30T01:10:02.58+00:00

    Hi @Mark Arend 

    Thank you for posting your question in the Microsoft Q&A forum. 

    After reviewing available options, it appears there is no Power Automate template that provides a direct, one-to-one replacement for legacy SharePoint Alerts at scale without some centralized engineering effort. 

    You can build a parameterized flow and publish it to your environment for users to configure, but this still requires them to understand how to set up triggers and conditions. For many non-technical users, this may be too complex. If you prefer to stay within the Power Platform and avoid external infrastructure, this pattern has been explored by experts such as John Liu in his article One Flow to handle them all - how to subscribe to multiple SharePoint lists with one Flow — John Li…. However, this solution is not available as a prebuilt template. 
    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. 
    For Power Automate-specific guidance, I suggest posting a new question in the Microsoft Power Platform Community Forum Thread. It’s a great space full of helpful, knowledgeable people who are more than willing to walk you through the steps and share their experience. You’ll likely get clearer guidance and the support you need to make this work.  

    Microsoft officially supports using Logic Apps and Function Apps to replace SharePoint Alerts. While these do not replicate SharePoint Alerts exactly, they offer scalable and customizable alternatives. You can find detailed documentation here: 

    Azure Logic Apps documentation - Azure Logic Apps | Microsoft Learn 
    Customize alert notifications by using Logic Apps - Azure Monitor | Microsoft Learn 
    Azure Functions documentation | Microsoft Learn 
    SharePoint - Connectors | Microsoft Learn 

    Since Logic Apps and Function Apps are part of the Azure platform, I recommend posting a new question with the Azure tags to ensure it reaches the right experts who can provide the most relevant assistance. 
    Apologies for redirecting you to the relevant development support channels. As moderators, our resources are limited, and the guidance we provide is based solely on official documentation rather than hands-on experience. For more in-depth troubleshooting, engaging with the dedicated development teams will likely faster and more effective assistance. 
    We appreciate your patience and understanding. 

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