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Regular Visitor

Approval Email Reminders

Hello,

 

I am trying to create a step within my approval email flow where if an approver has not repsonded with X amount of time, an automatic rmeinder email is sent to them.

 

However I cannot figure out the best way to do that.

 

Attached is a screen shot of my flow as is:

image.png

3 REPLIES 3
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Dual Super User III
Dual Super User III

Re: Approval Email Reminders

Hi

 

Not sure if you can adjust the default approval timeout to mach your needs, but...

If you store the approval status in a data source compatible with Microsoft Flow (for example, Sharepoint lists) you can easily send reminders by means of a second flow.

I mean, if everytime you send an Approval Request you store the target users + approval request date + approval status (pending) on a sharepoint list; and once you receive approval/rejection you update the status to approvel/rejected; then you just need to create a second flow. Such flow could be executed daily, weekly etc. thanks to the recurrence trigger; and would review all entries from the sharepoint list matching the following criteria:

-status pending

-flow executed X days after approval request date

For every item matching the criteria this second flow would send a reminder email

 

There are several examples documented in this forum for a Flow like the second one I am describing, like:

https://powerusers.microsoft.com/t5/General-Flow-Discussion/SharePoint-Get-Items-Filtered-by-Date-Re...

 

Hope this helps



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Community Support
Community Support

Re: Approval Email Reminders

Hi @felljay,

 

I have made a test on my side and please take a try with the following workaround:

  • Add “When an item is created” trigger.
  • Add a “Send approval email” action
  • Add a parallel branch-> Add an action-> Add a Delay action. Within Delay action, set delay time for X variable that you mentioned. For testing the flow on my side, Count set to 1, Unit set to Minute.
  • Add a “Send an email” action to send a reminder notification.

Image reference:11.JPG

Note: Applicant is a Person or Group column in my SharePoint list. Within “Delay” action, if you want the reminder email will be sent to the approver after 3 days, please set Count to 3 and Unit to Day.

 

The flow works successfully as below:12.JPG

Note: If the approver doesn’t make a response to the approval request within one minute, the reminder email would be sent to him.

 

 

Best regards,

Kris

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
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Dual Super User III
Dual Super User III

Re: Approval Email Reminders

Kris

Thanks for sharing!

Just one suggestion, can we add a loop to send email reminders every X minutes/hours/days, right? If so, such reminders will still be sent if the approver rejects/approves the request, unless we add the Terminate action block, or declare a boolean variable (sendReminder), evaluate it in the loop and change its value to false whenever the approver answers, right?

 



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