Evaluate A SharePoint Library and Send an Email

[caruso1058]

I have a report library in SharePoint with a number of lookup columns and multiple date columns.

Each row is considered a task and each task is assigned to someone on our team (the person it is assigned to is derived from a lookup column).

I would like to take all of the over due task items and send a weekly email to each person on our team if they have any over due tasks.

All of the solutions I have found thus far only reference basic SP lists and not libraries which seems to be in a different category when working with Flow.

Here is where I currently stand:

I am using the get files from properties because I am pulling from a SharePoint Library. The Library Name is Reports Library and the folder that has all of my lists are in the Projects Folder.

The condition I want Flow to evaluate is:

IF the task value is set to Yes

And

IF the Issue Date is < Today

Then send me an email

I know there are dozens of items that match this criteria but when I run this Flow states that it has ran successfully but I have not been notified.

Any thoughts?

[Jcook]

Hello @caruso1058 

Can you change the utcNow() expression you have to:

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

than run the flow. Now if there are still no records showing.

Can you add 2 Compose actions right above the condition, and have them reference the values being evaluated in the IF condition. This is so we can see what is actually being evaluated.

[caruso1058]

Hello @Jcook , 

Thanks for your helpful response.  I changed the date to what you suggested: formatDateTime(utcNow(),'yyyy-MM-dd')

I ran the Flow following that change and I got the same result as before: A successful run but no results.

I then added 2 Compose actions above the conditional statement. Here is where I currently stand:

First snip indicates the successful run of the Flow, and second snip shows details:

1.

2.

Any additional help is much appreciated!

[v-alzhan-msft]

Hi @caruso1058 ,

What is the type of the two column?

Please take a try to create the flow as below, check which condition wouldn't work in the flow to troubleshooting your issue:

Best Regards,

Alice

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

[caruso1058]

Hello @v-alzhan-msft ,

Thank you for your suggestions. 

I have implemented what you advised and the result seems to be the same...A successfully run Flow with Zero results

I have uploaded three photos to help provide context for this.  Would you happen to know if and how items in the SharePoint Library can be skipped over. I am beginning to think that the Get Files action need more information. Do you think this is the case? I have included a photo of how I have the Get Files filled out as well.

[Jcook]

Hello @caruso1058 

Could you show the run with the Compose actions opened up, so we can see what the values are.

And if possible could you provide the output for the Get Files action.

[caruso1058]

Hello @Jcook ,

As far as sharing the output of the Get Files, I won't be able to share the whole things but what I can do is send a small sample as listed below which is redacted subsection of some of the contents. Let me know if you would need to see more of the Output.

Here is what the output of the run looks like:

{"statusCode":200,"headers":{"Transfer-Encoding":"chunked","Vary":"Accept-Encoding","X-SharePointHealthScore":"3","X-MS-SPConnector":"1","X-SP-SERVERSTATE":"ReadOnly=0","DATASERVICEVERSION":"3.0","SPClientServiceRequestDuration":"466","SPRequestGuid":"515c4d46-db93-42d4-9065-c94651e6548b","request-id":"515c4d46-db93-42d4-9065-c94651e6548b","MS-CV":"Rk1cUZPb1EKQZclGUeZUiw.0","Strict-Transport-Security":"max-age=31536000","X-FRAME-OPTIONS":"SAMEORIGIN","Content-Security-Policy":"frame-ancestors 'self' teams.microsoft.com *.teams.microsoft.com *.skype.com *.teams.microsoft.us local.teams.office.com;","MicrosoftSharePointTeamServices":"16.0.0.20106","X-Content-Type-Options":"nosniff","X-MS-InvokeApp":"1; RequireReadOnly","Timing-Allow-Origin":"*","x-ms-apihub-cached-response":"true","Cache-Control":"max-age=0, private","Date":"Thu, 14 May 2020 20:31:35 GMT","P3P":"CP=\"ALL IND DSP COR ADM CONo CUR CUSo IVAo IVDo PSA PSD TAI TELo OUR SAMo CNT COM INT NAV ONL PHY PRE PUR UNI\"","X-AspNet-Version":"4.0.30319","X-Powered-By":"ASP.NET","Content-Type":"application/json; charset=utf-8","Expires":""''''""''''"GMT","Last-Modified":""''''"","Content-Length":"794052"},"body":{"@odata.nextLink":"[{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":3,"Value":"'''...)"," ''''":[]," ''''":"#Collection(Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference)"," ''''Id":[],"''''Id@odata.type":"#Collection(Int64)","Issue_x0020_Date":"2017-03-16","Expiration":"2100-01-01","Issued_x0020_by":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":'''',"Value":"''''"},"Issued_x0020_by#Id":'''',"Standard":[{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":'''',"Value":"''''"},{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":2,"Value":"''''"}],"Standard@odata.type":"#Collection(Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference)","Standard#Id":[''''],"Standard#Id@odata.type":"#Collection(Int64)","Discipline":[{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":'''',"Value":"''''"}],"Discipline@odata.type":"#Collection(Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference)","Discipline#Id":[''''],"Discipline#Id@odata.type":"#Collection(Int64)"," ''''":[]," ''''@odata.type":"#Collection(Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference)"," ''''Id":[],"''''Id@odata.type":"#Collection(Int64)","Task_x0020_Owner":{"@odata.type":"#Microsoft.Azure.Connectors.SharePoint.SPListExpandedReference","Id":'''',"Value":"''''"},"Task_x0020_Owner#Id":'''',"{Identifier}":"Report%2bLibrary%252fProjects%252f''''%2''''%2b''''%252f''''%2b''''%2''''%2b","{IsFolder}":false,"{Thumbnail}":{"Large":"https:// ''''%3a%2f%2fmicrosoft.sharepoint.com%3a443%2f_api%2fv2.0%2f''''%2fb! ''''

[caruso1058]

Hello @Jcook ,

Thank you for your help with this.

Unfortunately I will not be able to share the Get Files Action with you.  I attempted to provide a redacted sample version of the Output but I ended up taking a too much information out to where it was no longer helpful.

However, would you be able to provide feedback on the following photo:

[v-alzhan-msft]

Hi @caruso1058 ,

From the screenshot I could see the Condition 3 run successfully with true result.

The issue is that the Condition run with result false, please check why the Condition run with result false.

And Why the output of the Compose 4 couldn't be seen? Is it null?

What is the type of the Task value field? you need to get the Task value with string Yes in your flow.

Best Regards,

Alice

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

[Jcook]

Hi @caruso1058 

As @v-alzhan-msft has mentioned, I believe the output of your Compose 4 is null (empty).

This is why I wanted to check the output of your Get files, I really only want to see what the value is for Task value that is coming from SharePoint. As this value must not be what you are checking in your condition.

[v-alzhan-msft]

Hi @caruso1058 ,

Have your problem been solved now?

If yes, please go ahead and mark the post as solved by clicking “Accept as Solution” so that this thread will be marked for other users to easily identify!

Best Regards,

Alice

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

[caruso1058]

Hello @Jcook ,

I have been playing around with this and I think the issue might be in how I am filling out the condition for the Task. 
Just to confirm here is a screen shot of on of my Task Columns in the Library:

Do I need to fill out the condition as an expression rather than just typing in Yes as shown in the photo of how I have this set up?

When I run the above Flow, it runs successfully but I am not receiving any output (i.e. it's not sending me an email).

Thank you,

[ScottShearer]

@caruso1058 

If your condition is referencing a Yes/No column, you need to check for true or false rather than yes or no.

[caruso1058]

Hello @ScottShearer ,

Thank you for your reply. That makes sense if the column is a Yes/No column that the property has to be set to a Boolean Value.

For my SP Library the values that I am trying to evaluate are set from a dropdown list (list items are in first screen grab). And when I run the Flow the evaluation returns false with no results, even though as I have shown above there are many cases where there are Yes values in the Task column. 

Do you have any troubleshooting recommendations that I could test?

Thank you

[v-alzhan-msft · Accepted solution]

Hi @caruso1058 ,

For a choice type column, you should compare the Task Value dynamic content (instead of Task dynamic content) with Yes in the Condition.

Best regards,

Alice   

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