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Frequent Visitor

Building a reminder with several conditions

HI - I've seen multiple questions on here about reminders, but not sure any are what I'm looking for.  Apologies if this has been asked and I missed it.

 

Here's the scenario: Marketers need to enter upcoming events in a SharePoint list.  The list asks for the Event Name, and Event Date, along with a number of other details that they might not know at the time.  Lastly, there's a column with Event Status.  The default for this column is "In Progress" when the event (list item) is created.

 

Here's the desired flow: At various intervals (9 months, 6 months, 3 months, and 1 month prior to the date in the Event Date column), the user who created the list item will get a reminder asking them to update details about their event.  If at any point the Event Status column changes to "Cancelled", they will stop getting the reminder.  At 5 days after the Event Date that was listed, a new reminder email is sent to the person who created the list item telling them to update the status to "Completed" or "Cancelled". 

 

So, essentially, this a "Due Until" on several conditions: the Event Date compared with the current date AND the value in the Event Status column. 

 

Any guidance here would be greatly appreciated!

Thanks! 

 

 

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Super User
Super User

Re: Building a reminder with several conditions

Hello @tdent 

 

I do something similar with documents and review dates to notify us when they are due for review.

 

The first action gets todays date using utcNow(), the second expression captures 28 days from now using addDays(utcNow(),28) and the last action gets file properties (so for your flow you would use the action Get items) with a filter query of ExpirationDate eq 'TODAY' or ExpirationDate eq '28Days' and the flow is run every day.

 

This means most days it runs for a couple seconds as nothing needs updating then other days it quickly sends us a message to notify us that a document has enter the status of "Review Required" or if we have missed reviewing the document it will notify us that they document is now "Expired".

 

Annotation 2020-02-19 170622.png

 

You could amend these steps slightly whilst also including the additional filter in the Get items action prior to emailing the marketers with relevant information for each event.

 

Hope this helps.

 

Thanks

 

Bradley

Best regards,

Bradley
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2 REPLIES 2
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Super User
Super User

Re: Building a reminder with several conditions

Hello @tdent 

 

I do something similar with documents and review dates to notify us when they are due for review.

 

The first action gets todays date using utcNow(), the second expression captures 28 days from now using addDays(utcNow(),28) and the last action gets file properties (so for your flow you would use the action Get items) with a filter query of ExpirationDate eq 'TODAY' or ExpirationDate eq '28Days' and the flow is run every day.

 

This means most days it runs for a couple seconds as nothing needs updating then other days it quickly sends us a message to notify us that a document has enter the status of "Review Required" or if we have missed reviewing the document it will notify us that they document is now "Expired".

 

Annotation 2020-02-19 170622.png

 

You could amend these steps slightly whilst also including the additional filter in the Get items action prior to emailing the marketers with relevant information for each event.

 

Hope this helps.

 

Thanks

 

Bradley

Best regards,

Bradley
If this post helps, then please consider Accept it as the solution to help the other members find it more

View solution in original post

Highlighted
Frequent Visitor

Re: Building a reminder with several conditions

@burgett94  - 

 

Thank you so much for this! Using your guidance, I created a Flow that now checks the list daily and sends out the appropriate reminders. And what's great about your solution is that it's so much simpler than what I was originally envisioning!

 

Very much appreciate your help!

 

Best regards,

Tom

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