cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Harshavardhan22
Frequent Visitor

Creating a flow that sends remainders for Item in a SharePoint list when the status of the Item is in Pending for more than 24 hours

Hello Everyone!!!

I need your help to create flow that sends remainders for Item in a SharePoint list when the status of the Item is in Pending for more than 24 hours. Let me explain you the scenario.....

 

I have created a SharePoint list with multiple columns for approval purpose. Let us say List name is 'Expenses' and columns are Title, Amount, Status and Modified Date. Here Status column is choice column that has 'Waiting for L1 Approval', 'L1Approved', 'L1Rejected', 'Waiting for L2 Approval', 'L2Approved; & L2Rejected as choices. Now when the status is 'Waiting for L1/ L2 Approval' for more than 24 hours based on last modified date, I have to send an remainder email using power automate. 

 

Can you please help me on creating a flow for the process explained above. 

 

Tagging: @Rhiassuring@Heartholme , @Expiscornovus , @Pstork1@eliotcole@codevenkat 

4 REPLIES 4
eliotcole
Super User
Super User

Hi, @Harshavardhan22 , this should hopefully be relatively simple, you just use a combination of the trigger condition of:

@equals(triggerOutputs()?['body/Status']?['Value'], 'Waiting for L1/ L2 Approval')

If your Status field is named slightly differently just be mindful to get it right.

 

The beginning of your flow will then look something like this:

0 - basic flow.jpg

 

The key item being the Get changes for an item or a file (properties only) action, with the following expression in the Since field:

1 - key action.jpg
sub(
    int(
        split(
            triggerOutputs()?['body/{VersionNumber}'],
            '.'
        )[0]
    ),
    1
)

 

Then you just perform a condition on the Changed: Status field from the Get changes for an item or a file (properties only) action, use an expression that consists purely of the word 'true' (lowercase, no quotes) on the other side of the equals, and have a delay for 1 day in the yes side. 👍

 

This will only then fire if the Status field has the desired status, and it will halt if that field hasn't changed from the previous value.

 

After your condition, you can then perform more actions, including (perhaps wise) a check on if the item version number has changed since the version that it triggered with, and if that field has changed since then.

Harshavardhan22
Frequent Visitor

@eliotcole  I am extremely sorry.. I couldn't understand what you are trying to explain as I am very new to power automate...

 

Could you please help me understand where should I use the above mentioned functions. You mean in a scheduled flow or any other?

Like I said, I was editing in the imagery.

 

You should be able to see a clearer idea of what's going on there, now.

 

You will need to use expressions, for this one, but don't be scared of them. Expressions are just like the Flow, but in text.

 

Either way, I'll show you how to do it without them shortly, it'll just be a lot more actions.

OK, and here's a version without any expressions, and I'll tag on that logic I spoke of previously.

 

You *might* have to write one expression, I'll try to give you a value to paste, but it doesn't always work with flow. Either way, it's a really easy expression to put in, and if you make the same Compose actions that I do, you should have no issues with it.

No Expressions ('cept one)

 

SETUP

First up you need to prepare a couple of things, the trigger, and two extra columns in the SharePoint list.

 

Trigger Condition

You need this here to ensure that this flow doesn't run for every single change on the list.

 

Follow these steps to easily create a trigger condition:

1

Add an action

Select a point anywhere in the flow and choose 'Add an action', then 'Data Operation'.

1 - Add an action.jpg
2

Filter array

Select 'Filter array' from the choices.

2 - Filter.jpg
3

Select column

In the left side of the Filter array condition insert a Dynamic Value, and select your desired column.

 

In this example we're choosing 'Status', which is listed as 'Status Value' as it is a choice column on my list.

3 - Pick Column.jpg
4

Enter the condition text

Now in the middle you choose your condition logic, in this case, you wish to ensure that the column is equal to a value that you state, so you choose 'is equal to' here.

 

Then on the right side you want to place the value that you wish the trigger of the flow to fire upon. So here you either type, or copy directly from the list settings the value that you need to match.

4 - Enter text.jpg
5

Edit in advanced mode & Copy Text

Tap 'Edit in advanced mode' and copy or cut all the text from that box using CTRL+A to ensure it's all selected.

5 - Tap 'Edit in advanced mode' and cut all the text.jpg
6

Delete the Filter array

Tap the three dot menu on the Filter array, and select 'Delete'

6 - Delete the Filter array.jpg
7

Go to Trigger Settings

Tap the dot menu on the trigger and select 'Settings'

7 - Tap the dot menu on the trigger and select 'Settings'.jpg
8

Paste Trigger Condition

Look to the bottom of the Trigger Settings you will see the Trigger Condition section.

 

Add a new Trigger Condition and paste the details that you cut from the Filter inside it.

8 - Add a Trigger Condition and paste the details that you cut from the Filter.jpg

 

Congratulations, you have made your first trigger condition!

🏆

 

2 x New Calculated Column in SharePoint List 'versioninteger'

  1. Scroll to the right side of your list
  2. Select 'Add column'
  3. Select 'More...'
  4. You will have the below screen, fill it out exactly as below, and tap 'OK'

Ensure that 'Add to default view' is unticked, as this column does not need to be seen anywhere. Then also ensure that it has the following name, and the formula that is by the side of the image below:

versioninteger

0 - SharePoint Setup.jpg

 

=INT([Version])
previousversioninteger

Repeat the process to add another column, ensure that 'Add to default view' is not ticked, and call it:

previousversioninteger

Place the following formula in the formula box, can you see the slight difference? It has subtracted 1 from the value so the SharePoint list is already providing the previous version number for you!

=INT([Version])-1

 

BUILDING YOUR FLOW

 

Trigger

Your trigger you already know about. You're using the SharePoint list trigger, with the Trigger Condition that you have prepared in advance. (see above)

 

Constants & Changes

The two 'CNST' values are defined once so you can easily use them throughout your flow. Constants are similar to Variables, except a Constant doesn't change (it is constant) and a Variable does (it varies!).

 

These constants use 'Compose' actions, which you can get from the same place as the Filter action that you deleted earlier.

  1. In versionCNST you'll select the SharePoint column that you created in the Prep stage, above, versioninteger. This provides the number that you need in the perfect format.
  2. In previousVersionCNST you will just select the previousversioninteger Dynamic Value and place it in the Input field.
  3. In Get changes for an item or a file (properties only) you simply select the ID from the Trigger, and the output of previousVersionCNST.

1 - Constants and Get changes.jpg

 

Variable

I decided to add some logic in the Yes branch below which needs this, it is a very simple little thing.

 

Just add an Initialize variable action from the Variables connector, which should default to Boolean.

boolean.jpg

Name it itemUpdatedVAR and using the expression builder type in the word 'false' with no quotations around it. Guidance on the expression builder follows.

 

Condition

In the left side of the condition you will want to select the field that you are trying to check for change, in this case mine is called Status, I think yours is the same, so it should look similar.

2 - Condition equation.jpg

In the middle you will need to select 'is equal to' in order to ensure that you are checking that the value in this column matches what you put on the right here.

 

On the right you will need to use the Expression builder, but don't worry, you're just going to type in one word:

2b - Add an expression (Ctrl + S).jpg
true

Condition and Variable.jpg

 

No Branch

Place a terminate action here, you can get this from the Control connector, and then once it's in, use the 'Cancel' option to cancel the flow if it comes to this route.

 

Yes Branch

Here is where you'll place your checking logic.

 

Purely as an example which you can choose to follow (but this is where your path may divert from mine), here is my checking logic.

 

I have used a 'Do until' loop, which will keep delaying by a day, until the ticket is updated.

 

Do until
Do until.jpg

As you can see, this 'Do until' will keep running until the Variable that you created just now reads 'true'. (ignore the undefined, it says that until you run the flow once)

 

So, for each Do until loop this will:

  1. Delay for 1 day.
  2. Then it will check to see if the item has had any changes.
    Here the Since field will use the versionCNST value, which was the version that it came in at. Sooooooooo ...
  3. The condition checks to see if the Since Version Number is equal to the Until Version Number.
    1. Yes - If it is the same, then it will chase the ticket owner to update the ticket.
    2. No - If it has changed it will set the itemUpdatedVAR to true, and the Do until loop will stop.

 

That is the end!

 

You could add further logic, to check how many Do until loops have run, then if it has gone on for a certain amount of days, email the ticket owner's manager to stick a boot up them. 😈

(OK, I'm done now 😅 ... but can you see how much extra needs doing without the expressions? The flip side is that this will be easier for someone else to follow afterwards.)

Helpful resources

Announcements

Back to Basics: Tuesday Tip #1: All About YOUR Community Account

We are excited to kick off our new #TuesdayTIps series, "Back to Basics." This weekly series is our way of helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we will feature new areas of content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     This Week's Tips: Account Support: Changing Passwords, Changing Email Addresses or Usernames, "Need Admin Approval," Etc.Wondering how to get support for your community account? Check out the details on these common questions and more. Just follow the link below for articles that explain it all.Community Account Support - Power Platform Community (microsoft.com)   All About GDPR: How It Affects Closing Your Community Account (And Why You Should Think Twice Before You Do)GDPR, the General Data Protection Regulation (GDPR), took effect May 25th 2018. A European privacy law, GDPR imposes new rules on companies and other organizations offering goods and services to people in the European Union (EU), or that collect and analyze data tied to EU residents. GDPR applies no matter where you are located, and it affects what happens when you decide to close your account. Read the details here:All About GDPR - Power Platform Community (microsoft.com)   Getting to Know You: Setting Up Your Community Profile, Customizing Your Profile, and More.Your community profile helps other members of the community get to know you as you begin to engage and interact. Your profile is a mirror of your activity in the community. Find out how to set it up, change your avatar, adjust your time zone, and more. Click on the link below to find out how:Community Profile, Time Zone, Picture (Avatar) & D... - Power Platform Community (microsoft.com)   That's it for this week. Tune in for more Tuesday Tips next Tuesday and join the community as we get "Back to Basics."

Announcing the MPPC's Got Power Talent Show at #MPPC23

Are you attending the Microsoft Power Platform Conference 2023 in Las Vegas? If so, we invite you to join us for the MPPC's Got Power Talent Show!      Our talent show is more than a show—it's a grand celebration of connection, inspiration, and shared journeys. Through stories, skills, and collective experiences, we come together to uplift, inspire, and revel in the magic of our community's diverse talents. This year, our talent event promises to be an unforgettable experience, echoing louder and brighter than anything you've seen before.    We're casting a wider net with three captivating categories:  Demo Technical Solutions: Show us your Power Platform innovations, be it apps, flows, chatbots, websites or dashboards... Storytelling: Share tales of your journey with Power Platform. Hidden Talents: Unveil your creative side—be it dancing, singing, rapping, poetry, or comedy. Let your talent shine!    Got That Special Spark? A Story That Demands to Be Heard? Your moment is now!  Sign up to Showcase Your Brilliance: https://aka.ms/MPPCGotPowerSignUp  Deadline for submissions: Thursday, Sept 28th    How It Works:  Submit this form to sign up: https://aka.ms/MPPCGotPowerSignUp  We'll contact you if you're selected. Get ready to be onstage!  The Spotlight is Yours: Each participant has 3-5 minutes to shine, with insightful commentary from our panel of judges. We’re not just giving you a stage; we’re handing you the platform to make your mark.     Be the Story We Tell: Your talents and narratives will not just entertain but inspire, serving as the bedrock for our community’s future stories and successes.    Celebration, Surprises, and Connections: As the curtain falls, the excitement continues! Await surprise awards and seize the chance to mingle with industry experts, Microsoft Power Platform leaders, and community luminaries. It's not just a show; it's an opportunity to forge connections and celebrate shared successes.    Event Details:  Date and Time: Wed Oct 4th, 6:30-9:00PM   Location: MPPC23 at the MGM Grand, Las Vegas, NV, USA  

September User Group Success Story: Reading Dynamics 365 & Power Platform User Group

The Reading Dynamics 365 and Power Platform User Group is a community-driven initiative that started in September 2022. It has quickly earned recognition for its enthusiastic leadership and resilience in the face of challenges. With a focus on promoting learning and networking among professionals in the Dynamics 365 and Power Platform ecosystem, the group has grown steadily and gained a reputation for its commitment to its members!   The group, which had its inaugural event in January 2023 at the Microsoft UK Headquarters in Reading, has since organized three successful gatherings, including a recent social lunch. They maintain a regular schedule of four events per year, each attended by an average of 20-25 enthusiastic participants who enjoy engaging talks and, of course, pizza.   The Reading User Group's presence is primarily spread through LinkedIn and Meetup, with the support of the wider community. This thriving community is managed by a dedicated team consisting of Fraser Dear, Tim Leung, and Andrew Bibby, who serves as the main point of contact for the UK Dynamics 365 and Power Platform User Groups.   Andrew Bibby, an active figure in the Dynamics 365 and Power Platform community, nominated this group due to his admiration for the Reading UK User Group's efforts. He emphasized their remarkable enthusiasm and success in running the group, noting that they navigated challenges such as finding venues with resilience and smiles on their faces. Despite being a relatively new group with 20-30 members, they have managed to achieve high attendance at their meetings.   The group's journey began when Fraser Dear moved to the Reading area and realized the absence of a user group catering to professionals in the Dynamics 365 and Power Platform space. He reached out to Andrew, who provided valuable guidance and support, allowing the Reading User Group to officially join the UK Dynamics 365 and Power Platform User Groups community.   One of the group's notable achievements was overcoming the challenge of finding a suitable venue. Initially, their "home" was the Microsoft UK HQ in Reading. However, due to office closures, they had to seek a new location with limited time. Fortunately, a connection with Stephanie Stacey from Microsoft led them to Reading College and its Institute of Technology. The college generously offered them event space and support, forging a mutually beneficial partnership where the group promotes the Institute and encourages its members to support the next generation of IT professionals.   With the dedication of its leadership team, the Reading Dynamics 365 and Power Platform User Group is poised to continue growing and thriving! Their story exemplifies the power of community-driven initiatives and the positive impact they can have on professional development and networking in the tech industry. As they move forward with their upcoming events and collaborations with Reading College, the group is likely to remain a valuable resource for professionals in the Reading area and beyond.  

A Celebration of What We've Achieved--And Announcing Our Winners

As the sun sets on the #SummerofSolutions Challenge, it's time to reflect and celebrate! The journey we embarked upon together was not just about providing answers – it was about fostering a sense of community, encouraging collaboration, and unlocking the true potential of the Power Platform tools.   From the initial announcement to the final week's push, the Summer of Solutions Challenge has been a whirlwind of engagement and growth. It was a call to action for every member of our Power Platform community, urging them to contribute their expertise, engage in discussions, and elevate collective knowledge across the community as part of the low-code revolution.   Reflecting on the Impact As the challenge ends, it's essential to reflect on the impact it’s had across our Power Platform communities: Community Resilience: The challenge demonstrated the resilience of our community. Despite geographical distances and diverse backgrounds, we came together to contribute, learn, and collaborate. This resilience is the cornerstone of our collective strength.Diverse Expertise: The solutions shared during the challenge underscore the incredible expertise within our community. From intricate technical insights to creative problem-solving, our members showcased their diverse skill sets, enhancing our community's depth.Shared Learning: Solutions spurred shared learning. They provided opportunities for members to grasp new concepts, expand their horizons, and uncover the Power Platform tools' untapped potential. This learning ripple effect will continue to shape our growth. Empowerment: Solutions empowered community members. They validated their knowledge, boosted their confidence, and highlighted their contributions. Each solution shared was a step towards personal and communal empowerment. We are proud and thankful as we conclude the Summer of Solutions Challenge. The challenge showed the potential of teamwork, the benefit of knowledge-sharing, and the resilience of our Power Platform community. The solutions offered by each member are more than just answers; they are the expression of our shared commitment to innovation, growth, and progress!     Drum roll, Please... And now, without further ado, it's time to announce the winners who have risen above the rest in the Summer of Solutions Challenge!   These are the top community users and Super Users who have not only earned recognition but have become beacons of inspiration for us all.   Power Apps Community:  Community User Winner: @SpongYe Super User Winner: Pending Acceptance Power Automate Community:  Community User Winner: @trice602 Super User Winner: @Expiscornovus  Power Virtual Agents Community: Community User Winner: Pending AcceptanceSuper User: Pending Acceptance Power Pages Community: Community User Winner: @OOlashyn Super User Winner: @ChristianAbata   We are also pleased to announced two additional tickets that we are awarding to the Overall Top Solution providers in the following communities:    Power Apps: @LaurensM   Power Automate: @ManishSolanki    Thank you for making this challenge a resounding success. Your participation has reaffirmed the strength of our community and the boundless potential that lies within each of us. Let's keep the spirit of collaboration alive as we continue on this incredible journey in Power Platform together.Winners, we will see you in Vegas! Every other amazing solutions superstar, we will see you in the Community!Congratulations, everyone!

September featured user group leader

 Ayonija Shatakshi, a seasoned senior consultant at Improving, Ohio, is a passionate advocate for M365, SharePoint, Power Platform, and Azure, recognizing how they synergize to deliver top-notch solutions. Recently, we asked Ayonija to share her journey as a user group leader, shedding light on her motivations and the benefits she's reaped from her community involvement.      Ayonija embarked on her role as a user group leader in December 2022, driven by a desire to explore how the community leveraged various Power Platform components. When she couldn't find a suitable local group, she decided to create one herself!    Speaking about the impact of the community on her professional and personal growth, Ayonija says, "It's fascinating to witness how everyone navigates the world of Power Platform, dealing with license constraints and keeping up with new features. There's so much to learn from their experiences.:        Her favorite aspect of being a user group leader is the opportunity to network and engage in face-to-face discussions with fellow enthusiasts, fostering deeper connections within the community. Offering advice to budding user group leaders, Ayonija emphasized the importance of communication and consistency, two pillars that sustain any successful community initiative.      When asked why she encourages others to become user group leaders, Ayonija said, "Being part of a user group is one of the best ways to connect with experienced professionals in the same field and glean knowledge from them. If there isn't a local group, consider starting one; you'll soon find like-minded individuals."      Her highlight from the past year as a user group leader was witnessing consistent growth within the group, a testament to the thriving community she has nurtured. Advocating for user group participation, Ayonija stated, "It's the fastest route to learning from the community, gaining insights, and staying updated on industry trends."   Check out her group: Cleveland Power Platform User Group

An MPPC23 Invitation from Charles Lamanna, CVP of Microsoft Business Applications & Platform

Hear from Corporate Vice President for Microsoft Business Applications & Platform, Charles Lamanna, as he looks ahead to the second annual Microsoft Power Platform Conference from October 3rd-5th 2023 at the MGM Grand in Las Vegas.Have you got your tickets yet? Register today at www.powerplatformconf.com  

Users online (3,255)