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Email Reminder Flow For Not Completed Projects

Hi, 

 

I created a flow that is connected to an Excel sheet table. It is supposed to send out email reminders to each member of my team with a list of all the projects that in the table have a status of "not completed" that they have been assigned to. In the flow, I have tried using "fillter array" and "html to table" to attempt to ensure that every person gets one single email listing out all the projects they have not completed along with their corresponding due date, but I cannot get the flow to function.  The final email it sends, simply lists all the project a person has been assigned to regardless of the status. I only want the email to list out the projects that they have not completed. I have included a image of my flow and table, I would appreciate any assistance. Thank you!

2 ACCEPTED SOLUTIONS

Accepted Solutions

Hi @Adalb24 ,

 

My apologizes, I understand now.  Ok for the Statuses, here is the correct OData query to only List rows present in a table for Status = Not Completed.

 

trice602_0-1692933012649.png

 

On the "one email" per manager requirement, there is an effective solution, and I will show you here how to do it.  Please confirm this works first and you have the rows you want and ready for part 2.  If this was helpful, give me a thumbs up 👍🏽

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

Hi @Adalb24 ,

 

I'm going to put Part 2 here in case we don't connect again soon.  This part will send one email per email address and will contain all "Not Completed" rows from the previous post.

 

trice602_2-1692939257038.png

 

Essentially this Apply to Each puts all the emails into an array, even duplicates -- whatever column contains your email addresses per row.

 

The compose union removes duplicate email addresses and you end up with one list of emails to use in Send Email (V2).  In my example, you don't need create csv table and create file (this one sends the attachment of data too).

 

trice602_3-1692939384403.png

 

When you add the Filter array it will automatically wrap itself in an Apply To Each and here you are looking at for each email address in the Excel table that matches your email list (Current item)

 

trice602_4-1692939573244.png

 

Your html table is different than this example but enough to walk you through this. The values you enter are expressions, not dynamic content.  So as an example, for description, your expression is item()?['Description'] as shown below.

 

trice602_5-1692939688044.png

 

To format your HTML table to make it look better in the email, use this expression:

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
Remember, skip the csv table and create file (different example).
 
trice602_6-1692939856017.png

 

For your Send Email (V2), for To:  use Current Item and the html table is your FormatTable variable, like this shown below.

 

trice602_7-1692939965902.png

 

Ok, this took me a few times to figure it out on the first try but now use this in multiple flows, multiple times a day and if very useful.  If you need help walking through this, I will look for your reply and/or feedback.  If the last two posts were helpful, please mark as a solution to help others find it quickly too.

 

 

 

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

View solution in original post

11 REPLIES 11

Hi @Adalb24 ,

 

I think you just need to add this OData filter in List rows present in a table.  Please try and let me know.  If this was helpful, please mark as a solution.

 

trice602_0-1692928154460.png

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @trice602 , 

 

I did what you suggested, and now the emails that I get do not list the projects that are classified as completed. But the other projects that are classfied as "In progress" and "Cancelled"continue to show up in the email, and I only want to projects that are classfied as not completed to show up in the email. Aside from that, the flow does send each individual an email, but they get many emails equivalent to the number of projects within the table that are classified as not completed. For example (in the following image of the table there are four projects that are classified as not completed, and so each person will get an email listing out the projects that they have been assigned to , but they will get that same email four times. If the total number of projects classfied as not completed adjust to three in the table, then all the indiduals will get their repsective email three times. I'm not sure why its doing this. 

Hi @Adalb24 ,

 

My apologizes, I understand now.  Ok for the Statuses, here is the correct OData query to only List rows present in a table for Status = Not Completed.

 

trice602_0-1692933012649.png

 

On the "one email" per manager requirement, there is an effective solution, and I will show you here how to do it.  Please confirm this works first and you have the rows you want and ready for part 2.  If this was helpful, give me a thumbs up 👍🏽

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @Adalb24 ,

 

I'm going to put Part 2 here in case we don't connect again soon.  This part will send one email per email address and will contain all "Not Completed" rows from the previous post.

 

trice602_2-1692939257038.png

 

Essentially this Apply to Each puts all the emails into an array, even duplicates -- whatever column contains your email addresses per row.

 

The compose union removes duplicate email addresses and you end up with one list of emails to use in Send Email (V2).  In my example, you don't need create csv table and create file (this one sends the attachment of data too).

 

trice602_3-1692939384403.png

 

When you add the Filter array it will automatically wrap itself in an Apply To Each and here you are looking at for each email address in the Excel table that matches your email list (Current item)

 

trice602_4-1692939573244.png

 

Your html table is different than this example but enough to walk you through this. The values you enter are expressions, not dynamic content.  So as an example, for description, your expression is item()?['Description'] as shown below.

 

trice602_5-1692939688044.png

 

To format your HTML table to make it look better in the email, use this expression:

 

replace(body('Create_HTML_table'),'<table>','<table border="1" style="padding:10px">')
 
Remember, skip the csv table and create file (different example).
 
trice602_6-1692939856017.png

 

For your Send Email (V2), for To:  use Current Item and the html table is your FormatTable variable, like this shown below.

 

trice602_7-1692939965902.png

 

Ok, this took me a few times to figure it out on the first try but now use this in multiple flows, multiple times a day and if very useful.  If you need help walking through this, I will look for your reply and/or feedback.  If the last two posts were helpful, please mark as a solution to help others find it quickly too.

 

 

 

 

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @trice602 , 

 

Thank you so much for the assistance. The flow now sends one email with only the list of the projects that each individual has not completed. Since the flow is a scheduled flow set to run every morning at 8:30 AM, do you know how I can add a condition to ensure that that flow also only sends the email if the due date of the project is greater than todays date. Some members of my team may complete the task after the due date, so I would like if the flow sends them an email only if the status of the project is not completed and if the due date is greater than today's date. Thank you so much!

Hi @Adalb24 ,

 

That's great!  You did better than I did my first attempt at this flow!  Great job!  Ok, one way to do this is to add an OData filter on List rows present in a table, like this:

 

trice602_0-1693004925837.png

 

Where 'Due Date' would be the dynamic content value. Let me know how it goes on Monday, really excited to see one go into production !

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Oops...

 

Updated for dynamic today's date...

 

formatDateTime(utcNow(),'yyy-MM-dd')

 

trice602_2-1693005186268.png

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @trice602 , 

 

I have added the OData filter in the list rows present in table. However it is giving me an error, which I have attached an image of. Do you suggest not using "and" and instead using "contains"?

 

 

 

Hi @Adalb24 ,

 

I wasn't aware of that.  Let me see what options are available here.  Off the top of my head, I am thinking about the original Status eq 'Not Completed' and then a quick filter query action right below that DueDate ge 'formatDateTime(UTCnow())' but will need to test.  That would also require point actions downstream to the filter query action instead of the List row values so let me see or maybe someone else knows the answer already.

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @Adalb24 ,

 

Also to get more participation from others, my recommendation is to mark this one as a solution for the two requirements Not Completed and one email task and then create a new post because sometimes if someone is already working on a post, people won't jump in or if there are lots of replies, it doesn't get revisited.

 

In the new post I would state I have a working flow and need to know where to insert a step or modify the existing flow's action to include the DueDate requirement.

 

 

If this was helpful: Please mark as a solution Give me a thumbs up Always glad to help, Tom! Connect on LinkedIn

Hi @trice602 , 

 

Thank you so much for the assistance you provided me. The flow works fine, and I used the outline you provided. However, do you think it can be modified to include a condition? At the moment, it runs every day at 9 AM as it is a scheduled recurrence flow. At that time, it sends an email reminder to a teammate who has a project in the Excel sheet that is classified as not completed. The email lists the name of the project and the due date. The email will continue to be sent every day until the status for the project is set to completed in the Excel sheet.

 

 The problem is that some projects have a due date that are to be completed months later on. For example, if someone has a project that is classified as not completed and it has a due date that is 8 months from now, then that person would get an email reminder every day at 9 a.m for the next 8 months until it is completed. Do you think it is possible to add a condition to ensure that the email is sent only if the person has a project that is classified as not completed and if the due date of the project is within 12 days of today's date? Thank you!

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