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

Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery:  https://aka.ms/CS_Copilot_Cookbook_Challenge 2. Power Apps Copilot Cookbook Gallery: https://aka.ms/PA_Copilot_Cookbook_Challenge   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: https://aka.ms/Copilot_Challenge_EarlyBirds if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form https://aka.ms/PPCCGotPowerSignup by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (5,578)