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Yattering82
New Member

FLOW TO SEND EMAIL WHEN DATE APPROACHES

Hi there

 

This is the first time posting in the forum but a long time user of the forum. What I am trying to do, is to get a flow to trigger an sending an email when the date of a required audit approaches. The audit due dates are listed in a SharePoint list and you would think that this would be a simple thing to do. However, no matter how much I tinker and how much I see what others have done, I cannot get this to work.

 

This is what I have done:

 

@equals(item()?['Nextauditdue'], adddays(utcnow(),'mm-dd-yyyy')+14)

 

So basically I want this to send me an email when it is 14 days to the audit due date. 

 

If anyone can shed light on this, I would be most grateful.

1 ACCEPTED SOLUTION

Accepted Solutions
v-xida-msft
Community Support
Community Support

Hi @Yattering82,

 

Could you please share a screenshot of your flow’s configuration?

I think there is something wrong in your formula that you mentioned above. Please take a try with the following workaround:

  • Choose a proper trigger, here I use Recurrence trigger.
  • Add “Get items” action, specific Site Address and List Name
  • Add “Apply to each”, input parameter set to output of “Get items” action.
  • Within “Apply to each” box, add a Condition, click on “Edit in advanced mode”, type the following formula:

 

@equals(formatDateTime(item()?['Nextauditdue'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 14), 'MM/dd/yyyy'))

 

  • Within “If/then” branch, add a “Send an email” action.

Image reference as below:2.JPG

 

3.JPG

 

The flow works successfully as below:4.JPG

 

 

Best regards,

Kris

Community Support Team _ Kris Dai
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

117 REPLIES 117
brandonklittle
Helper II
Helper II

I'd love to see the solution to this because we have a similar scenario.


Right now we use a SharePoint 2013 WF but we'd like to start replacing those with Microsoft Flows.

 

Our scenario is our purchasing team organizes contracts in a document library and there's a meta tag for expiration notification date and come that date the owner of the document (another tag) and the purchasing department distribution group both receive an email noting the "expiration date" another tag will expire.  This was something a consultant built for us and we've just started to use flow and feel like it's a more simple solution from a support standpoint and modification.

 

Lookign forward to seeing any answers to your question.


Cheers,
Brandon

v-xida-msft
Community Support
Community Support

Hi @Yattering82,

 

Could you please share a screenshot of your flow’s configuration?

I think there is something wrong in your formula that you mentioned above. Please take a try with the following workaround:

  • Choose a proper trigger, here I use Recurrence trigger.
  • Add “Get items” action, specific Site Address and List Name
  • Add “Apply to each”, input parameter set to output of “Get items” action.
  • Within “Apply to each” box, add a Condition, click on “Edit in advanced mode”, type the following formula:

 

@equals(formatDateTime(item()?['Nextauditdue'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 14), 'MM/dd/yyyy'))

 

  • Within “If/then” branch, add a “Send an email” action.

Image reference as below:2.JPG

 

3.JPG

 

The flow works successfully as below:4.JPG

 

 

Best regards,

Kris

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

Hi Kris

 

The flow configuration was exactly the same as you mentioned there and I tried many combinations of formula in a vain attempt to determine what I was doing wrong. One of the solutions I tried was very similar to your one with one principal difference - I did not format date and time of the ['nextauditdue'].

 

Your formula works perfectly, thanks very much for your help with this. You have certainly saved me another evening of tweaking and shifting around of expressions.

 

Kind Regards


Yatt

Vicespemas
Regular Visitor

Hi Yattering82,

 

I am reading this thread in which you solved the problem for a flow to send e-mail when date approaches and trying to do the same in my case but, first of all, I cannot get the option "Get Items" when I am creating a flow. Actually, it is not just after the option schedule-reocurrence, but I do not have it shown at all. My options are only: add a do until, add a switch case, add an action, add a condition, apply to each, and add a scope. 

 

Do you know why? Could it be because my version is not up to date? I wasn't thinking of this as being online I thought it all update automatically.

 

My case is similar to this person who asked. Basically, I have a list with a sensor names and I would like to get an e-mail when the calibration date approaches. I also want to apply the workflow to all 40 sensor entries I have an not just when the "item" is created or modified.

 

Could you help me?

 

Many thanks

Hi @v-xida-msft!

 

I have tried this solution in my test enviroment but with your Condition it gives me an error like this: 

 

InvalidTemplate. Unable to process template language expressions for action 'Condition' at line '1' and column '2210': 'The template language function 'formatDateTime' expects its first parameter to be of type string. The provided value is of type 'Null'. Please see https://aka.ms/logicexpressions#formatdatetime for usage details.'.

 

As a condition I have used the condition you pasted in your post. 

Hi @v-xida-msft,

 

I am having the same exact issue as @rsaarik is having below. I copy and pasted your Flow, your steps, conditions, everything. 

 

The outputs from Get items seems to return fine (Status Code 200) and I can see the information.

 

Here is my formula for the condition for the Apply to each step:

 

@equals(formatDateTime(item()?['Insurance Expiry Date'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'MM/dd/yyyy'))

 

On the Apply to each step is when things break down:

 

Failed Apply to Each StepFailed Apply to Each Step

I haven't really said what I am trying to do but it's basically identical to the original post. I have a list with one column that has dates that were input manually. I want the Flow to check against today's date + 30 days and if any dates are a match, I want to send an e-mail so we know have something coming up in 30 days.

 

If you got anything I can try that'd be great. Thanks in advance!

 

@rsaarik and @v-xida-msft,

 

I figured out my problem and I think @rsaarik, this will be your problem too. My column name from my SharePoint list is titled "Insurance Expiry Date". So, naturally, I altered @v-xida-msft's code to the following:

 

@equals(formatDateTime(item()?['Insurance Expiry Date'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'MM/dd/yyyy'))

 

And that's the one that's failed. So I looked into the code in Get items step and noticed that the column header was completely different:

Check out the header inside the green box!Check out the header inside the green box!

Yep .. a little different from "Insurance Expiry Date". So I copy pasted the column header from the code and that's how I got my Flow to work perfectly:

 

@equals(formatDateTime(item()?['Insurance_x0020_Expiry_x0020_Dat'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'MM/dd/yyyy'))

Good luck @rsaarik. Let me know if you can get it working with this!

 

 

Thank you @kristof805 ! The problem was indeed in the list column name. Strangely enough the name in the Flow and name in the SharePoint lists are different. Probably due to some fiddling with column names when I tried to remove those spaces. But now everything works!

From what I've seen from my messing around with Sharepoint lists, that you always have to find your internal column name and use that, instead of the "displayed" column name.

This is a great discussion - I was looking to do the exact thing in our office, with one exception.  Is there a way Flow can ignore the field if there is no date?  In the list I have for this workflow, there are some rows which won't have a date in the column.  My current workflow works, but will result in a failure since not every row has a date in this column.

Hey @sbusby. Sorry for the late reply. I found this little code to work well under the advanced button in the Condition box:

 

@not(empty(triggerBody()?['column name goes here']))

 

If that's confusing, check out this link for some explanation. Good luck!

I have this probblem. I have a flow that is generating notifications when a doc is approaching its consent end date but nevertheless failing. Forgive my ignorance, I'm new at this but where do you add the formula?

flow.png

 

Forgive my ignorance, I'm new at this but where excatly do you add this formula?

@not(empty(triggerBody()?['column name goes here']))

 

I've been working with a flow engineer today but he seems to be flumoxed by this too.

Thank you, Vicki

Hi @Victoria,

 

The code you pointed out is optional and can be used if you have a date colum which is sometimes empty. So your flow can check if the date column is empty. If it is, it can stop. If it is not (you have a date in it), you can move on to check if your date is 30 days away from now or not.

 

As far as your code goes, I think it should be as follows

 

@equals(formatDateTime(item()?['Consent_x0020_End_x0020_Date'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'MM/dd/yyyy'))

Which is what you have. If you can provide the error messages when your flow fails, I can try and help. 

 

 

Hi kristof805,

Thanks for your help.

 

Here's the error message. 

 

InvalidTemplate. Unable to process template language expressions for action 'Condition' at line '1' and column '2482': 'The template language function 'formatDateTime' expects its first parameter to be of type string. The provided value is of type 'Null'. Please see https://aka.ms/logicexpressions#formatdatetime for usage details.'.
 
Thanks, vicki

@Victoria

 

Please see this link. If it doesn't work, it's the 7th post under All Replies on the first page of the thread by me. It has the Get Items box from a failed run that shows what the Flow is getting as inputs and returning as outputs. I'm guessing you'll slightly have to change the column name and your Flow will run. If you can paste a picture on here, like the one I linked in that post, please do.

Hi,

Thanks for your help. 

 

Here is the failure message as an image...

 

I am using Get files (properties only) since I am linking to a doc library. That does seem to be working though. I don't know how to change columns in here because all I am doing is linking to the correct doc library?

 

 

 

I thought it is failing on the apply to each. But my column name is definately correct in here.

 

Cheers, Vicki

 

 

 

 

@Victoria I can't seem to view those images. Did you try attaching them in your message or directly linking them?

Ok sorry, let's try again!

 

flow failure.png

 

 

flow failure2.png

 

Thanks, Vicki

@Victoria

 

My Flow for this expiration e-mail actually uses Get files instead Get files (properties only) as step two. That might help you, if you switch that out.

 

I'm not really sure if grabbing a date from a document library will work in a similar manner. I was grabbing it out of a SharePoint List column. So your Get files (properties only) might be correct.

 

Can you see if you can find the name of your date column in the Body field under the Output? It should look something like Consent End Date. You should be able to see a date on there if things are working properly. Can I get a screenshot of that?

 

 

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Join Microsoft product leaders and engineers for an in-depth look at the latest news and AI capabilities in Power Platform and Dynamics 365, featuring the likes of Charles Lamanna, Sangya Singh, Julie Strauss, Donald Kossmann, Lori Lamkin, Georg Glantschnig, Mala Anand, Jeff Comstock, and Mike Morton.   If you'd like to learn about the latest advances in AI and how #MicrosoftCopilot can help you streamline your processes, click the image below to register today!     Power Apps LIVE Copilot Coffee Chat - 9.30am 3rd April 2024 Be sure to check out our exclusive LIVE community event, "Power Apps Copilot Coffee Chat with Copilot Studio Product Team", which kicks off next week.   This is a unique opportunity to connect and converse with members of the Copilot Studio product team to learn more about their plans and insights into upcoming features. Click the image below to learn how to gain access!     Get Started with AI Prompts - Friday 29th March 2024 Join April Dunnam, Gomolemo Mohapi, and the team as they launch a new multi-week video series on our YouTube channelto show how you can power up your AI experience with Power Automate.   Here you'll discover how to create custom AI Prompts to use in your Power Platform solutions, with the premier available to view at 9am on Friday 29th March 2024. Click the image below to get notified when the video goes live!     UPCOMING EVENTS North American Collab Summit - Texas - 9-11th April 2024 It's not long now until the #NACollabSummit, which takes place at the Irving Convention Center in Texas on April 11-13th 2024. This amazing event will see business leaders, IT pros, developers, and end users, come together to learn how the latest Microsoft technologies can power teamwork, engagement, communication, and organizational effectiveness.   This is a great opportunity to learn from some amazing speakers and shining lights across #WomenInTech, with guests including the likes of Liz Sundet, Cathy Dew, Rebecka Isaksson, Isabelle Van Campenhoudt, Theresa Lubelski, Shari L. Oswald, Emily Mancini,Katerina Chernevskaya, Sharon Weaver, Sandy Ussia, Geetha Sivasailam, and many more.   Click the image below to find out more about this great event!   Dynamic Minds Conference - Slovenia - 27-29th May 2024 The DynamicsMinds Conference is almost upon us, taking place on 27-29th May at the Grand Hotel Bernardin in Slovenia. With over 150 sessions and 170 speakers, there's sure to be something for everyone across this awesome three-day event. There's an amazing array of speakers, including Dona Sarkar, Georg Glantschnig, Elena Baeva, Chris Huntingford, Lisa Crosbie, Ilya Fainberg, Keith Whatling, Malin Martnes, Mark Smith, Rachel Profitt, Renato Fajdiga, Shannon Mullins, Steve Mordue, Tricia Sinclair, Tommy Skaue, Victor Dantas, Sara Lagerquist, and many more.   Click the image below to meet more of the #MicrosoftCommunity in Slovenia to learn, mingle, and share your amazing ideas!     European Power Platform Conference - Belgium - 11-13th June It's time to make a note in your diary for the third European Power Platform Conference, which takes place at the SQUARE-BRUSSELS CONVENTION CENTRE on 11-13th June in Belgium.   This event brings together the Microsoft Community from across the world for three invaluable days of in-person learning, connection, and inspiration. There's a wide array of expert speakers across #MPPC24, including the likes of Aaron Rendell, Amira Beldjilali, Andrew Bibby, Angeliki Patsiavou, Ben den Blanken, Cathrine Bruvold, Charles Sexton, Chloé Moreau, Chris Huntingford, Claire Edgson, Damien Bird, Emma-Claire Shaw, Gilles Pommier, Guro Faller, Henry Jammes, Hugo Bernier, Ilya Fainberg, Karen Maes, Laura Graham-Brown, Lilian Stenholt Thomsen, Lindsay Shelton, Lisa Crosbie, Mats Necker, Negar Shahbaz, Nick Doelman, Paulien Buskens, Sara Lagerquist, Tricia Sinclair, Ulrikke Akerbæk, and many more.   Click the image below to find out more and register for what is sure to be a jam-packed event in beautiful Brussels!     For more events, click the image below to visit the Community Days website.   LATEST COMMUNITY BLOG ARTICLES Power Apps Community Blog Power Automate Community Blog Copilot Studio Community Blog Power Pages Community Blog Check out 'Using the Community' for more helpful tips and information: Power Apps, Power Automate, Copilot Studio, Power Pages

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