Email reminder for users have not entered data in Power Apps

[exploringG]

Dear Power Automaters,

I'm currently implementing a flow to send emails to my users of Power Apps. I got one flow to send email reminder monthly to all users. This is working pretty smoothly. But some users often forget to enter data in Power Apps. That's why I want to create another flow to send reminder email to users who have not entered data in Power Apps. 

I'm not sure how to set up this flow. My data source for Power Apps is Share Point list. 

I'd appreciate any kind of tips and ideas gratefully. Thank you very much. 

Best,

exploring G

[Sundeep_Malik]

Hey @exploringG 

I have a method by which you can do this. But I needed more information for this.

Do, the users have specific rows assigned to them? 

and do they update the existing rows, or they enter new rows?

You might be able to send email reminders by Modified field. 

[exploringG]

 Dear @Sundeep_Malik ,

Thank you for the fast response. 

My users will enter new rows in SharePoint list monthly. As a matter of fact, all data from previous months  are all stored in the same SP list. 

Best,

exploring G

[Sundeep_Malik]

@exploringG 

I have a really complex logic in my mind for this. But not sure it can happen with Power Automate or not. Give me sometime, I will think about it more and get back to you. Or even if someone else can help you it would be great. 

[exploringG]

@Sundeep_Malik 

Thank you very much and I'm looking forward to your reply. 

Best,

G

[Sundeep_Malik]

@exploringG 

I was thinking to make an array of all users.

Then take all the users who have entered something in power apps in the last month.

Do a difference of both the array. 

[By difference I mean the union, intersection and difference, the difference of that]

But unfortunately I don't think this will be possible in power automate. But I will still think of a better/possible solution. Sorry!!!!

Any help would be greatly appreciated

@Expiscornovus 

@Pstork1 

@grantjenkins 

@MarconettiMarco 

@ScottShearer 

@RezaDorrani 

[grantjenkins]

Do you have a list of ALL users? Just wondering how you would know who hasn't filled in the data for that month without knowing the full list of users to check.

[exploringG]

Hi @grantjenkins, 

I think I don't have a list of all users. Currently, the number of users are still very small (~15 persons). I'll know who hasn't entered data in PowerApps.  But it will grow continuously. Also, I'm not sure what 'list of all user' means. Is it a specific file containing all user identity (e.g., an excel file with all users' emails)? 

I now have a regular email reminder sending to all users in my Share Point site. Everyone has access to this Share Point site are the users. In this recurrent flow, I used Office 365 group for people have access to the Share Point site (in the figure below). Is this considered as list of users?

 

Best,

G

[exploringG]

Hi @Sundeep_Malik ,

Thank you very much for your efforts. I really appreciate it. I will also continue working on this. 

Best,

G

[grantjenkins]

This is likely how I would build the flow. I'll go into each of the actions.

Recurrence is scheduled to run at the end of the month.

List group members will retrieve all the members in my group.

Next Month is a Get future time action that adds 1 month to the current date.

Get items will retrieve all items where Created is greater than or equal to the Start of this Month, and less than the Start of next Month. The expressions used are:

startOfMonth(utcNow(), 'yyyy-MM-dd')

startOfMonth(body('Next_Month'), 'yyyy-MM-dd')

Select gets an array of Created by Emails. Note that for Map we use text mode (button on bottom-right).

Filter array will only keep items from our Group members where the Mail is not contained in the array from our Select. This will result in just the members that haven't submitted anything this month.

Finally, we have an Apply to each that iterates over each of the members that haven't submitted anything and sends them an email.

[exploringG]

Hello @grantjenkins , 

Your solution looks really promising. Let me try it and get back to you. Thank you very much!

[exploringG]

Dear @grantjenkins ,

I have a question over the the 'List Name' in Get Items action. Is this list empty before users store data in the SP list? My understanding is each user enters data with their unique ID (user email address). If the list has data from previous months, the filter will not be able to distinguish which user has not entered data. Please correct me if my understanding is wrong. 

Best,

G

[grantjenkins]

The Filter Query in Get items will ensure it only returns items that were created in the current month.

[grantjenkins]

The Filter Query in Get items will ensure it only returns items that were created in the current month.

[exploringG]

Hi @grantjenkins ,

The flow did not execute successfully. I've realized that I don't have any group members. For the sake of data protection, all App users are restricted for the Share Point site. They only have access to the certain Share Point list. Therefore, for the step of retrieving group members, it will only retrieve me (owner). Is there a way to retrieve power apps user?

Best regards,

G

[grantjenkins]

I thought you used the Office 365 group in your recurrence flow that send's email to all the members of the group.

How are you storing your Power Apps members?

[exploringG]

I've realized the mistake when the email flow only works for myself (only owner/member in the share point group). My Power Apps users are set as Users where they have specific permission levels. They can only add, update and delete list items. I created this specific permission level and named it 'Power Apps'. The purpose of it is for data protection.