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Sam12
Level: Powered On

Email to be sent when SharePoint list item hasn't been modified for 48 hours

I have a SharePoint list where we have a choice field called "Assigned To". 

I need to send an automated alert if the "Assigned To" field is still blank 48 hours after the list item was created.

Ideally the 48 hours should cover business days only (Monday to Friday) but this is just a 'nice to have' feature if it is too complicated.

Any help would be appreciated!

1 ACCEPTED SOLUTION

Accepted Solutions
Community Support Team
Community Support Team

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @Sam12,

 

You could create a Recurrence Flow follow these steps.

1. Create a recurrence trigger runs every hour.

2. Get the items on the list.

3. Use dayOfWeek() function to get the number of Created Dates.

   -if the number is 4 (Thursday) or 5 (Friday), perform condition -96 hours;

   -if not, perform condition -48 hours;

4. Perform the condition -96 hours, if the Assigned to is null (or you can use the length() function, length(item?['AssignedTo']) is equal to 0) and Created (date) is less than addHours(utcNow(), -96), send the notification email to creator.

5. Condition -48 hours is the same as the previous step.

Annotation 2019-09-23 130555.png

 

Condition -96 hours:

Annotation 2019-09-23 130638.png

 

Condition -48 hours:Annotation 2019-09-23 130709.png

 

Please have a try, I hope it can help you.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

8 REPLIES 8
Dual Super User
Dual Super User

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Here's the basic flow you want

 

1) Use a recurrence trigger, I would assume firing once a day after the workday is done.

2) Optional - Check to see if today is a Saturday or Sunday.  If it is exit the Flow.

3) Use a Get Items to get all the items created more than 48 hours ago

4) Use a Loop to check all the Items to see if the Assigned To field is blank

5) If the field is Blank Send an Email (You already filtered the items to all be created more than 48 hours ago)



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Community Support Team
Community Support Team

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @Sam12,

 

You could create a Recurrence Flow follow these steps.

1. Create a recurrence trigger runs every hour.

2. Get the items on the list.

3. Use dayOfWeek() function to get the number of Created Dates.

   -if the number is 4 (Thursday) or 5 (Friday), perform condition -96 hours;

   -if not, perform condition -48 hours;

4. Perform the condition -96 hours, if the Assigned to is null (or you can use the length() function, length(item?['AssignedTo']) is equal to 0) and Created (date) is less than addHours(utcNow(), -96), send the notification email to creator.

5. Condition -48 hours is the same as the previous step.

Annotation 2019-09-23 130555.png

 

Condition -96 hours:

Annotation 2019-09-23 130638.png

 

Condition -48 hours:Annotation 2019-09-23 130709.png

 

Please have a try, I hope it can help you.

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

Sam12
Level: Powered On

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Thank you very much @v-litu-msft. Please could you just clarify step number 3? I am getting an error message saying that the expression is invalid, and I am not sure where to input the function on your screenshot below?

 

Capture.PNG

Community Support Team
Community Support Team

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @Sam12,

 

Sure, step 3 screenshot and the expression are the following, you should put in the Condition inside of the Apply to each action.

dayOfWeek(item()?['Created'])Annotation 2019-09-25 094722.png

Please notice that the logic sign is Or (marked by red line).

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

 

Sam12
Level: Powered On

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Thanks @v-litu-msft - I have now set this up and tested. The email alert comes through after 48 hours as expected. However the alert continues to be sent every hour (when the Flow runs). We only need it to send one email. How would we amend the Flow to stop after the first email has been sent?

Community Support Team
Community Support Team

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @Sam12,

 

Is this reminder only sent once enough? If the column AssignedTo is still empty (after 48 hours), will you continue to send a reminder message?

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

Sam12
Level: Powered On

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @v-litu-msft.

We only need this reminder email to be sent once (per list item) if Assigned To has been empty for 48 hours.

I could create a hidden field in the SharePoint list called 'Reminder Email' and then I can use the Update Item action to update the new Reminder Email field to 'Sent' once the 48 hours has passed and the email has been sent. I could then add a condition at the start of the Flow to check to see if this Reminder Email field is blank. If it is then the Flow will continue to run, if not it will bypass the email step.

Any thoughts?

Thanks,

Sam

Highlighted
Community Support Team
Community Support Team

Re: Email to be sent when SharePoint list item hasn't been modified for 48 hours

Hi @Sam12,

 

Yes, you can create a column named "Reminder", that is what I want to advise if you just need to send once Remind email.

This is the structure, the condition -96 Hours need to add the condition and update action, too.

Annotation 2019-09-27 165109.png

Best Regards,
Community Support Team _ Lin Tu
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

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