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

Celebrating a New Season of Super Users with Charles Lamanna, CVP Microsoft Business Applications

February 8 was the kickoff to the 2024 Season One Super User program for Power Platform Communities, and we are thrilled to welcome back so many returning Super Users--as well as so many brand new Super Users who started their journey last fall. Our Community Super Users are the true heroes, answering questions, providing solutions, filtering spam, and so much more. The impact they make on the Communities each day is significant, and we wanted to do something special to welcome them at our first kickoff meeting of the year.   Charles Lamanna, Microsoft CVP of Business Applications, has stressed frequently how valuable our Community is to the growth and potential of Power Platform, and we are honored to share this message from him to our 2024 Season One Super Users--as well as anyone who might be interested in joining this elite group of Community members.     If you want to know more about Super Users, check out these posts for more information today:    Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

February 2024 User Group Update: Welcoming New Groups and Highlighting Upcoming Events

It's a new month and a brand-new year, which means another opportunity to celebrate our amazing User Groups!Each month, we highlight the new User Groups that have joined the community. It's been a busy season for new groups, because we are thrilled to welcome 15 New User Groups! Take a look at the list below, shared by the different community categories. If your group is listed here, give this post a kudo so we can celebrate with you!   We love our User Groups and the difference they make in the lives of our Community! Thank you to all the new User Groups, new User Group leaders--we look forward to hearing about your successes and the impact you will leave!   In addition to our monthly User Group spotlight, it's a great time to share some of the latest events happening in our User Group community! Take a look at the list below to find one that fits your schedule and need! There's a great combination of in-person and virtual events to choose from. Also, don't forget to review the many events happening near you or virtually! It's a great time of year to connect and engage with User Groups both locally and online. Please Welcome Our NEW User Groups   Power Platform: Heathcare Power Platform User Group Power Platform Connect Hub Power Platform Usergroup Denmark Mexico Norte- Power Platform User Group Pune Power User Group Sudbury Power Platform User GroupMicrosoft User Group GhanaMPPBLR - Microsoft Power Platform Bengaluru User Group Power Apps:   Myrtle Beach Power Platform User GroupAnanseTechWB PowerApps Copilot Studio: Pathfinders Power Platform Community Dynamics365: Cairo, Egypt MSD 365 Business Central/NAV/F&O User GruopMS Dynamics 365 Business Central LatamCincinnati OH D365 F&O User Group February User Group Events February 2024 Cleveland Power Platform User GroupPortallunsj - Februar 2024Indiana D365/AX February User Group MeetingQ1 2024 KC Power Platform and Dynamics 365 CRM Users Group 

January 2024 Community Newsletter

Welcome to our January Newsletter, where we highlight the latest news, product releases, upcoming events, and the amazing work of our outstanding Community members. If you're new to the Community, please make sure to follow the latest News & Announcements in each Community and check out the Community on LinkedIn as well! It's the best way to stay up-to-date in 2024 with all the news from across Microsoft Power Platform and beyond.      COMMUNITY HIGHLIGHTS Check out the most active community members of the last month! These hardworking members are posting regularly, answering questions, giving (and receiving!) kudos, and consistently providing top solutions in their communities. We are so thankful for each of you--keep up the great work! If you hope to see your name here next month, make it your New Year's Resolution to be more active in the community in 2024.   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzWarrenBelzPstork1saudali_25LaurensMPstork1stephenrobertLucas001AARON_ClbendincpaytonSurendran_RANBNived_NambiarMariamPaulachanNikhil2JmanriqueriosANBJupyter123rodger-stmmbr1606Agniusstevesmith27mandelaPhineastrice602AnnaMoyalanOOlashynBCLS776grantjenkinsExpiscornovusJcookSpongYeAARON_CManishSolankiapangelesPstork1ManishSolankiSanju1Fubar   LATEST NEWS Power Platform 2024 Release Wave Highlights This month saw the 2024 Release Wave 1 plans for Microsoft Power Platform and Microsoft Dynamics 365- a compilation of new capabilities planned for release between April and September 2024. Click here to read Corporate Vice President Maureen (Mo) Osborne's detailed breakdown of the upcoming capabilities, and click the image below to check out some of the Power Platform 2024 Release Wave 1 highlights.     "What's New" Power Platform Shorts Series This month we also launched our brand-new 'Power Shorts' series on YouTube - a selection of super sweet snapshots to keep you in the loop with all the latest trends from across the Power Platform and beyond. Click the image below to check out the entire playlist so far, and don't forget to subscribe to our YouTube channel for all the latest updates.   Super User In Training (S.U.I.T) It was great to see the Power Platform Community officially kick off Season One of their Super User in Training (SUIT) program this month! Their first meeting saw an amazing turnout of over 300 enthusiastic participants who started their dynamic journey toward becoming Super Users. Huge thanks to Manas Maheshwari, Eric Archer, Heather Hernandez, and Duane Montague for a fantastic kick-off. The first meeting also saw seasoned Super User, Drew Poggemann, share invaluable insights on navigating the #MicrosoftCommunity with finesse. Many thanks to Drew for setting the stage and emphasizing the importance of active engagement and the art of providing thoughtful community solutions. If you want to learn more about the features and benefits of gaining Super User status, click the image below to find out more, and watch this space for more info about Season Two and how you can SUIT UP in the community!     UPCOMING EVENTS Microsoft 365 Community Day - Miami - February 1-2, 2024 It's not long now until the Microsoft 365 Community Day Miami, which will be taking place at the Wolfson Campus at Miami Dade College on 1-2 Feb. 2024. This free event is all about unlocking the full potential of Power Platform, Microsoft 365, and AI, so whether you’re a tech enthusiast, a business owner, or just curious about the latest Microsoft advancements, #M365Miami is for you.   The event is completely free and there will sessions in both English and Spanish to celebrate the vibrant and diverse make-up of our amazing community. Click the image below to join this amazing Community Day in Miami and become a part of our incredible network of learners and innovators!     Microsoft Fabric - Las Vegas - March 26-28, 2024 Exciting times ahead for the inaugural #MicrosoftFabric Community Conference on March 26-28 at the MGM Grand in Las Vegas. And if you book now, you can save $100 off registration! The Microsoft Fabric Conference will cover all the latest in analytics, AI, databases, and governance across 150+ sessions.   There will be a special Community Lounge onsite, interactive learning labs, plus you'll be able to 'Ask the Experts' all your questions to get help from data, analytics, and AI specialists, including community members and the Fabric Customer Advisory Team. Just add the code MSCUST when registering for a $100 discount today. Click the image below to find out more about the ultimate learning event for Microsoft Fabric!     Microsoft 365 Conference - Orlando - April 30 - May 2, 2024 Have you added The Microsoft 365 Conference to your community calendar yet? It happens this April 30th - May 2nd in Orlando, Florida. The 2024 Microsoft 365 Conference is one of the world’s largest gatherings of Microsoft engineers and community, with a strong focus on Power Platform, SharePoint, Azure, and the transition to an AI-powered modern workplace.   Click the image link below to find out more and be prepared to be enlightened, educated, and inspired at #M365Conf24!   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  

Super Users 2024 Season One is Here!

   We are excited to announce the first season of our 2024 Super Users is here! Our kickoff to the new year welcomes many returning Super Users and several new faces, and it's always exciting to see the impact these incredible individuals will have on the Community in 2024! We are so grateful for the daily difference they make in the Community already and know they will keep staying engaged and excited for all that will happen this year.   How to Spot a Super User in the Community:Have you ever written a post or asked for help in the Community and had it answered by a user with the Super User icon next to their name? It means you have found the actual, real-life superheroes of the Power Platform Community! Super Users are our heroes because of the way they consistently make a difference in the Community. Our amazing Super Users help keep the Community a safe place by flagging spam and letting the Community Managers know about issues. They also make the Community a great place to find answers, because they are often the first to offer solutions and get clarity on questions. Finally, Super Users share valuable insights on ways to keep the Community growing, engaging, and looking ahead!We are honored to reveal the new badges for this season of Super Users! Congratulations to all the new and returning Super Users!     To better answer the question "What is a Super User?" please check out this article: Power Apps: What is A Super User? - Power Platform CommunityPower Automate: What is A Super User? - Power Platform Community Copilot Studio: What is A Super User? - Power Platform Community Power Pages: What is A Super User? - Power Platform Community

Did You Attend the Microsoft Power Platform Conference in 2022 or 2023? Claim Your Badge Today!

If you were one of the thousands of people who joined us at the first #MPPC Microsoft Power Platform Conference in 2022 in Orlando--or attended the second-annual conference in Las Vegas in 2023--we are excited to honor you with a special community badge! Show your support for #MPPC Microsoft Power Platform Conference this year by claiming your badge!           Just follow this link to claim your badge for attending #MPPC in 2022 and/or 2023: MPPCBadgeRequest    Want to earn your badge for 2024? Just keep watching our News & Announcements for the latest updates on #MPPC24.

Microsoft Power Platform | 2024 Release Wave 1 Plan

Check out the latest Microsoft Power Platform release plans for 2024!   We have a whole host of exciting new features to help you be more productive, enhance delegation, run automated testing, build responsive pages, and so much more.    Click the links below to see not only our forthcoming releases, but to also try out some of the new features that have recently been released to market across:     Power Apps  Power Automate  Copilot Studio   We can’t wait to share with you all the upcoming releases that will help take your Power Platform experience to the next level!    Check out the entire Release Wave: Power Platform Complete Release Planner 

Users online (5,311)