cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Steve-O28
New Member

Email reminder for multiple expiry columns

Hi all,

 

I am attempting to build a flow to send reminder emails from a specific email address to a specific email address 30 before expiry date.

 

I have numbered pouches that contain multiple products - each pouch contains the same 8 products with a variety of different expiry dates.

 

So the expiry date for product A in pouch 1 might be different to the expiry date for product A in pouch 5.

 

I have a SharePoint list that is set up as follows:

 

My first column is the pouch number I.e. 1, 2, 3, 4 etc and each subsequent column is the product name I.e. Cheese, Bread, Milk. The expiry dates are then filled into the appropriate box.

 

 

I wish to send an email to a specific email address from a specific email address  30 days before a product is due to expire. I wish the email to say something like:

 

“Cheese is due to expire in 30 days in the following pouches:

1

5

9

 

Bread is due to expire in 30 days in the following pouches:

1

4

6

 

Milk is due….. etc”

 

Here is an image of an example list setup the same as my list

6AD2132C-B5EF-4784-AFA6-740DAFE58BCE.png

thanks for your assistance

1 ACCEPTED SOLUTION

Accepted Solutions

I think I see why dates are not working for you. I just noticed you said you formatted the expression for the Expiration variable to addDays(utcNow(),30,'dd/MM/yyyy'). While your dates can appear in different formats on screen via your site and profile settings, the date stored in SharePoint is actually stored in ISO8601 format. You need to use that format in query filters and other logic in Power Automate. For your Expiration variable, it needs to be formatted as addDays(utcNow(),30,'yyyy-MM-dd')

View solution in original post

7 REPLIES 7
David_MA
Super User
Super User

If I accurately understand what you want to do, this is not too complicated. You will use the following actions three times to get each of your product types, and then combine the results into your e-mail:

  • Get items
  • Condition
  • Select
  • Create HTML Table

At a high level, your workflow will look like this:

David_MA_0-1664823222904.png

  • Then initialize a variable named "Expiration", which is a string with the expression addDays(utcNow(),30,'yyyy-MM-dd').
  • You will then use this variable in each get items action to filter the the items to only those that will expire in 30 days:
    David_MA_1-1664823351406.png
  • The condition just checks to make sure it found items that expire, which uses the expression 
    length(outputs('Get_items_Cheese')?['body/value'])
    David_MA_2-1664823436142.png
  • If yes, then use the select statement to get the Pouch values and convert them to an HTML table:
    David_MA_3-1664823498130.png
  • Then put it all together in your e-mail:
    David_MA_4-1664823566759.png

This is the final result:

David_MA_5-1664823613563.png

 

Steve-O28
New Member

Hi David,

 

Thanks for getting back to me so soon.

 

I have tried this and although it sends an email, it does not show the pouch numbers. (See below)

 

Image1.png

 I have my list set up in what I imagine is an identical way with the list title as "Pouch1", columns names "Pouch, Cheese, Milk, Break"

 

Image2.png

 

I have began by just trying to get a single product working and then I can copy the results for the remaining. At the high level this is my flow:

Image3.png

 

and looking within each stage is as follows:

Image4.png

 

Image5.png

 Image6.png

 

Initialize variable Expiration does output a date 30 days in future (03/11/2022)

 

The expressions are as follows for each stage:

Initialize variable Expiration: 

addDays(utcNow(),30,'dd/MM/yyyy')
 
Condition:
length(outputs('Get_items_Cheese')?['body/value'])
 
Select From: Value
outputs('Get_items_Cheese')?['body/value']
 
Map: item()?['Title']
 
Create HTML table
From:
body('select')
 
Although the flow runs it appears to fail to return pouch numbers somewhere in the Get items Cheese stage or the condition stage as the expression result is false
 
Image7.png

 

I believe it is because the product column in the list is formatted as a date and time. When I set the column formatting to single line of text it returns the pouch numbers correctly.
 
Is there a method of making this work with the columns set to date and time?
 
thanks again

It could be a couple of things; however, you definitely want your fields with the dates to be date/time columns, but you don't need to store the time.

  1. The first thing is to make sure you have items in your list that would be 30 days from today. Depending on your date format in your list, to me it looks like you don't if the dates showing in your screen shot are in the format mm/dd/yyyy. Thirty days from today would be November 3 at least in North America.
  2. The next thing is that you may not have the correct field name in your filter query. The filter query uses the internal name of the field. You can get this by going into your list settings and clicking on the field. Then look at the end of the URL and it will show the internal name of the field. For example, the display name of the field below is External Contractor, but the internal name is:
    David_MA_0-1664893701619.png

     

The example list above I have dates for the "Cheese" column set as 02/11/2022, 03/11/2022 and 04/11/2022 (UK date format) dd/MM/yyyy

 

In the filter query I had been using the name as describes from the URL.

 

When I set the cheese column as Date and Time it returns no pouch number. Change the column to single line of text it returns the pouch number correctly. It just appears to be the column formatting that makes it work / not work.

Glad you got it working!

just to clarify - it doesnt work with the column set to date and time, but does for single line of text.

 

I can work with it as single line of text but would be cleaner if set to date and time

I think I see why dates are not working for you. I just noticed you said you formatted the expression for the Expiration variable to addDays(utcNow(),30,'dd/MM/yyyy'). While your dates can appear in different formats on screen via your site and profile settings, the date stored in SharePoint is actually stored in ISO8601 format. You need to use that format in query filters and other logic in Power Automate. For your Expiration variable, it needs to be formatted as addDays(utcNow(),30,'yyyy-MM-dd')

Helpful resources

Announcements

Power Platform Connections - Episode 7 | March 30, 2023

Episode Seven of Power Platform Connections sees David Warner and Hugo Bernier talk to Microsoft MVP Dian Taylor, alongside the latest news, product reviews, and community blogs.     Use the hashtag #PowerPlatformConnects on social media for a chance to have your work featured on the show!      Show schedule in this episode:    0:00 Cold Open 00:30 Show Intro 01:02 Dian Taylor Interview 18:03 Blogs & Articles 26:55 Outro & Bloopers    Check out the blogs and articles featured in this week’s episode:    https://francomusso.com/create-a-drag-and-drop-experience-to-upload-case-attachments @crmbizcoach https://www.youtube.com/watch?v=G3522H834Ro​/  @pranavkhuranauk https://github.com/pnp/powerapps-designtoolkit/tree/main/materialdesign%20components @MMe2K​ https://2die4it.com/2023/03/27/populate-a-dynamic-microsoft-word-template-in-power-automate-flow/ @StefanS365 https://d365goddess.com/viva-sales-administrator-settings/ @D365Goddess https://marketplace.visualstudio.com/items?itemName=megel.mme2k-powerapps-helper#Visualize_Dataverse_Environments @MMe2K    Action requested:  Feel free to provide feedback on how we can make our community more inclusive and diverse.    This episode premiered live on our YouTube at 12pm PST on Thursday 30th March 2023.    Video series available at Power Platform Community YouTube channel.    Upcoming events:  Business Applications Launch – April 4th – Free and Virtual! M365 Conference - May 1-5th - Las Vegas Power Apps Developers Summit – May 19-20th - London European Power Platform conference – Jun. 20-22nd - Dublin Microsoft Power Platform Conference – Oct. 3-5th - Las Vegas    Join our Communities:  Power Apps Community Power Automate Community Power Virtual Agents Community Power Pages Community    If you’d like to hear from a specific community member in an upcoming recording and/or have specific questions for the Power Platform Connections team, please let us know. We will do our best to address all your requests or questions.       

Announcing | Super Users - 2023 Season 1

Super Users – 2023 Season 1    We are excited to kick off the Power Users Super User Program for 2023 - Season 1.  The Power Platform Super Users have done an amazing job in keeping the Power Platform communities helpful, accurate and responsive. We would like to send these amazing folks a big THANK YOU for their efforts.      Super User Season 1 | Contributions July 1, 2022 – December 31, 2022  Super User Season 2 | Contributions January 1, 2023 – June 30, 2023    Curious what a Super User is? Super Users are especially active community members who are eager to help others with their community questions. There are 2 Super User seasons in a year, and we monitor the community for new potential Super Users at the end of each season. Super Users are recognized in the community with both a rank name and icon next to their username, and a seasonal badge on their profile.  Power Apps  Power Automate  Power Virtual Agents  Power Pages  Pstork1*  Pstork1*  Pstork1*  OliverRodrigues  BCBuizer  Expiscornovus*  Expiscornovus*  ragavanrajan  AhmedSalih  grantjenkins  renatoromao    Mira_Ghaly*  Mira_Ghaly*      Sundeep_Malik*  Sundeep_Malik*      SudeepGhatakNZ*  SudeepGhatakNZ*      StretchFredrik*  StretchFredrik*      365-Assist*  365-Assist*      cha_cha  ekarim2020      timl  Hardesh15      iAm_ManCat  annajhaveri      SebS  Rhiassuring      LaurensM  abm      TheRobRush  Ankesh_49      WiZey  lbendlin      Nogueira1306  Kaif_Siddique      victorcp  RobElliott      dpoggemann  srduval      SBax  CFernandes      Roverandom  schwibach      Akser  CraigStewart      PowerRanger  MichaelAnnis      subsguts  David_MA      EricRegnier  edgonzales      zmansuri  GeorgiosG      ChrisPiasecki  ryule      AmDev  fchopo      phipps0218  tom_riha      theapurva  takolota     Akash17  momlo     BCLS776  Shuvam-rpa     rampprakash  ScottShearer     Rusk  ChristianAbata     cchannon  Koen5     a33ik  Heartholme     AaronKnox  okeks      Matren   David_MA     Alex_10        Jeff_Thorpe        poweractivate        Ramole        DianaBirkelbach        DavidZoon        AJ_Z        PriyankaGeethik        BrianS        StalinPonnusamy        HamidBee        CNT        Anonymous_Hippo        Anchov        KeithAtherton        alaabitar        Tolu_Victor        KRider        sperry1625        IPC_ahaas      zuurg    rubin_boer   cwebb365   Dorrinda   G1124   Gabibalaban   Manan-Malhotra   jcfDaniel   WarrenBelz   Waegemma   drrickryp   GuidoPreite    If an * is at the end of a user's name this means they are a Multi Super User, in more than one community. Please note this is not the final list, as we are pending a few acceptances.  Once they are received the list will be updated. 

Register now for the Business Applications Launch Event | Tuesday, April 4, 2023

Join us for an in-depth look into the latest updates across Microsoft Dynamics 365 and Microsoft Power Platform that are helping businesses overcome their biggest challenges today.   Find out about new features, capabilities, and best practices for connecting data to deliver exceptional customer experiences, collaborating, and creating using AI-powered capabilities, driving productivity with automation—and building towards future growth with today’s leading technology.   Microsoft leaders and experts will guide you through the full 2023 release wave 1 and how these advancements will help you: Expand visibility, reduce time, and enhance creativity in your departments and teams with unified, AI-powered capabilities.Empower your employees to focus on revenue-generating tasks while automating repetitive tasks.Connect people, data, and processes across your organization with modern collaboration tools.Innovate without limits using the latest in low-code development, including new GPT-powered capabilities.    Click Here to Register Today!    

Check out the new Power Platform Communities Front Door Experience!

We are excited to share the ‘Power Platform Communities Front Door’ experience with you!   Front Door brings together content from all the Power Platform communities into a single place for our community members, customers and low-code, no-code enthusiasts to learn, share and engage with peers, advocates, community program managers and our product team members. There are a host of features and new capabilities now available on Power Platform Communities Front Door to make content more discoverable for all power product community users which includes ForumsUser GroupsEventsCommunity highlightsCommunity by numbersLinks to all communities Users can see top discussions from across all the Power Platform communities and easily navigate to the latest or trending posts for further interaction. Additionally, they can filter to individual products as well.   Users can filter and browse the user group events from all power platform products with feature parity to existing community user group experience and added filtering capabilities.     Users can now explore user groups on the Power Platform Front Door landing page with capability to view all products in Power Platform.      Explore Power Platform Communities Front Door today. Visit Power Platform Community Front door to easily navigate to the different product communities, view a roll up of user groups, events and forums.

Microsoft Power Platform Conference | Registration Open | Oct. 3-5 2023

We are so excited to see you for the Microsoft Power Platform Conference in Las Vegas October 3-5 2023! But first, let's take a look back at some fun moments and the best community in tech from MPPC 2022 in Orlando, Florida.   Featuring guest speakers such as Charles Lamanna, Heather Cook, Julie Strauss, Nirav Shah, Ryan Cunningham, Sangya Singh, Stephen Siciliano, Hugo Bernier and many more.   Register today: https://www.powerplatformconf.com/   

Users online (1,684)