cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
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.

117 REPLIES 117

@Anonymous

 

We would need to do similar to what we did before. Setup a dummy date that's unique (1/1/2049), run your Flow, go to results, Get Items -> Outputs -> Body and then hit ctrl+f and search for that year and see if you can find it. Then, that should give show you how SharePoint see your column name.

Anonymous
Not applicable

@kristof805

 

It is working!! Thank you so much!!!!! You have been a great help. Thanks so much for taking the time 🙂

@Anonymous

 

Yessss! That's awesome! Congrats Heart. It's awesome because now through all that troubleshooting, building anything similar will be so much simpler. Cheers!

Wow,

gotta say this is a GREAT thread and I have dedicated a few days at going back and forth here.

I finally reached a good point with my testing...

 

BUT

 

My dates seem to only be working with month and day -- ignoring the year.

 

I'm using;

@less(formatDateTime(item()?['reminder_x0020_email'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 01), 'MM/dd/yyyy'))

 

I have (3) items in my share point list with dates of 

A> 10/1/2018

B> 10/12/2018

C> 3/29/2019

 

I can consistenly get an email for both A & C but C is in 2019...

 

can anyone help shed some light?

 

 

EDIT:::::

I should add that I can live life without the addition of days, so I'm eagerly open to any suggestions on how I can simply have my flow check that date column and if it matches the date of today = send email

 

 

 

::::: EDIT #2 :::::

ok, I got it to work with this one and posting up for fuuture me to review as needed.

 

@equals(formatDateTime(item()?['reminder_x0020_email'], 'MM/dd/yyyy'), formatDateTime(utcNow(), 'MM/dd/yyyy'))

@chico glad this was helpful and that you found your solution. No idea why your 2019 wasn't being checked. I only use mine with a "is today 30 days away from the date in the column"? If yes, it sends the e-mail and if not, nothing happens.

 Hi Kris,

 

Thanks for sharing this. I've successfully made 3 reminders - 14, 7, and 1 day before the date in my SharePoint list column.

 

However, I just tried to do one where it sends a notification when the Current Date is after the deadline, where it will send an email to the "backup person" every day - from 2 days after the deadline.

This failed - and by that I mean it sent out a bunch of emails even though the date is not yet passed. 

 

This was my code:

@less(formatDateTime(item()?['Review_x0020_Date'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 2), 'MM/dd/yyyy'))

Do you know a way to make this work correctly?

Hey @tehfunnie

 

I haven't really delt with anything like what you are thinking of. You could play around with like trying to get that logic to check if the today's date minus two days is equal to your date in your SharePoint list but I'm not quite sure of the syntax of it all ... maybe something like this:

 

 

@equals(formatDateTime(item()?['Review_x0020_Date'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), -2), 'MM/dd/yyyy'))

 

I have not tested this and there might be a subtractDays function that might help you but my theory is that it should work with the addDays as I have it in the code and the -2. So you'd have your Review Date from your list be, for example, 10/27/2018. Then your Flow runs today and takes today's date, 10/29/2018 and adds -2 days (aka subtracts two days) for 10/27/2018, dates match, and in theory and e-mail goes out?

 

Let me know if you get it working.

 

Anonymous
Not applicable

Hello everyone, thank you in advance on providing advice on an issue I am facing with this Flow. I was able to get it perform the basic action, meaning it sends an email 30 days before a date is approaching. However, the Flow still says failed and there are multiple error messages.

 

Error 1: Action failed, no dependent actions succeeded - Under Inputs, the Expression result says 'false'

 

Error 2: Action failed, no dependent actions succeeded - Invalid template, unable to process template language expressions for action 'Condition' at line '1' and column '2498':  Run History | Microsoft Flow

'The template language function 'formatDateTime' expects its first parameter to be of type string. The provided value is of type 'Null'
 
Even though I am getting what I need from the Flow (which is sending an email) I want to figure out why this Flow is still failing - is it because it is a long list and the condition is not met everytime an item is not the due date? I am pretty sure I am doing something wrong and need your help to identify.
 
My SharePoint list's column type is 'Date and Time' and it does not have any time in it. I am also attaching a screenshot, thank you again.
 
Capture1.PNG
ganeshnalawade
New Member

Hi All,

Can anyone help me to set flow for the following condition

 

StatusRoot CauseBusiness ImpactManagement Action PlanResponsibilityDue Date

this is the list , i want to set reminder to the responsibal person ( responsibilty column) to get auto email reminders before due date(due date column). which template to select or to create custome template.

 

i am using online sharepoint. Thanks in advanced.

 

Regards,

Ganesh

 

 

@ganeshnalawade

 

Please check out what other people or myself have done in the thread. The accepted solution on page one should give you a really good refernece.

 

Your code / layout for that Flow would look something like the following:

  • recurrence (when do you want Flow to check this? I have it check it once a day)
  • get items (from your list)
  • apply to each
  • condition (check if your due date is today, the correct code is in this thread several times)
  • if yes
    • grab the e-mail address from responsibility column and send that person an e-mail
  • if no
    • no action (you can leave it blank)

 

@Anonymous

 

My guess is that there might be a line in your List that does not have a date? That would cause it to be "null" aka not present. At this point, I'm pretty sure Flow just moves onto the next item but technically, for that line, it failed as it couldn't evaluate the date: it couldn't compare today's date against nothing.

 

That's just my guess from looking at what you posted. This would refer to Error 2, I think. Error 1, I think, is related because if your condition fails, it can't really move onto the If Yes and If No steps of your Flow. You COULD adjust your Flow to first check if there is a Date present, and if not, leave blank and if yes, then compare that date to today but I don't think it's worth the trouble.

Anonymous
Not applicable

Wow, thank you so much @kristof805! I checked and I did have many blanks, upon adding a date, the Flow ran successfully.

lgonyea22
Regular Visitor

This has been very helpful information. Thank you all. While applying to the original list the date column failed to be recognized by Flow, a rebuilt list and content type was successful. My additional requirement is to add multiple intervals of 90 days, 30 days, 7 days, expired or zero day. What is the recommendation for best practice to add multiple intervals?

  1. One expression with all intervals and a single email body output - what would that look like?
  2. Stacked conditions continuing under the Yes side for each interval?
  3. Separate/multiple Flows for each condition?

I've seen others use 1 day, can we use 0 for expired the day of?

I went with the stacked condition route and it worked like a charm. A peer had suggested to use the Switch control to have the Case properties stacked horizontally vs vertically, but the Case property did not approve of the expression that's been provided throughout this string. Looking for a more literal string.

switch_error.jpg

@lgonyea22, for simplicity's sake, I would actually make one working flow with whatever day offset you want, let's say 90 days, and then make a copy of that Flow and just adjust the day offset. Sure, you'll have multiple Flows but it they all be smaller and less complicated. Also, if one breaks, you only have to troubleshoot that one, instead of your switch / case or multiple if / then statement Flow. Good luck!

JV2018
Regular Visitor

Wondering if anyone might be able to shed some light on how I might set the condition logic to send the email to the doc owner when any of the docs' reviewed date is older than one year. 

Any insights would be greatly appreciated!

@JV2018, the main answer / logic should work, except you'd change the days value to be 365 and you'd put a plus instead of a minus.

 

Maybe something like:

@equals(formatDateTime(item()?['Date'], 'MM/dd/yyyy'), formatDateTime(subtractDays(utcNow(), 365), 'MM/dd/yyyy'))

Thanks!!!

I just realized that its missing one other piece. I have selected properties of all of the documents but have not singled out the 'last review date' for this condition. Can you possibly advise where that would be woven in?

 

2019-01-14_14-47-52.jpg

@JV2018, I guess I haven't been on the Flow website because now Flows that ran successfully don't have the output provided neatly formatted on the results page. Instead you get to download it.

 

Anyway, inside the output there should be a modified value that you might be able to work off of in your next step. I'm not really familiar with this part of the process though, it's just my best guess. You might want to start a separate and your question might get more exposure.

Network-iQ
Frequent Visitor

Hello -

This is the thread I have been looking for! BUT!

I do not have an

"EDIT IN ADVANCED MODE" option! Have I added the incorrect control? Please advise!

 

Thanks so much!

 

Screenshot

 

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 (2,245)