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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.

117 REPLIES 117

@Anonymous

 

I think this is going to have to do with the column name.. it's finicky and I think you'll answer will be on page 1 of this discussion. 

 

If you can, check out your Get Items part of your flow on your failed run, specifically where it says Outputs and under that the Body section.

 

You should see your date with your column name in there but if there are spaces or symbols, SharePoint looks at it differently. For example, one column name I have is Insurance Expiry Date but in the Body section where the results are returned, that column is named Insurance_x0020_Expiry_x0020_Dat. And yes, it's just dat and date. I'm guessing there is a character limit there.

 

If we can find this returned column name for you and paste that into your condition, I believe your Flow will run successfully. Also, if nothing is 30 days away from today, you'll get all results back as false, but there won't be any errors.

Anonymous
Not applicable

@kristof805

 

It does not seem to be an issue with getting the items from the list, as in the below image you will see that was done in the flow in 2 seconds. It also shows the corrrect amount of items in the "Apply to each" step, so I feel slightly confident that the data is coming through fine.

 

In the 'Condition', where I have entered the code seems to be where the error message is coming from. It says:

 

InvalidTemplate. Unable to process template language expressions for action 'Condition' at line '1' and column '2532': 'The template language function 'formatDateTime' expects its first parameter to be of type string. The provided value is of type 'Null'.

 

This is the code I have used:

@equals(formatDateTime(item()?['Expiry Date'], '08/07/2018'), formatDateTime(addDays(utcNow(), 30), '08/07/2018'))

 

I am not sure how to proceed with this.

 

Thanks in advance

 

Capture 22.PNG

@Anonymous

 

Two things:

 

Your code has a specific date in the code. You want something that looks like this:

 

 

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

 

Instead of a date, you are telling your flow what format your date that your Get Items step gets will be in. In this, two digits for month, two digits for day and four digits for year, each separated by a forward slash.

 

Secondly, please grab me a screenshot of Body section of the output where it shows the column header and a date. Please make sure to hide any identifiable / private info in said screenshot. You are looking for a column header and a date in the output. Something like this:

 

VendorEmail2.png

Anonymous
Not applicable

@kristof805

 

I have replaced my code with th eone you have mentioned above, only changing your file name for mine. Thanks for explaining everything so well!!

 

I have attached a screenshot of the body section of the flow, but I was not able to find the coloumn name in the same way it was in your screenshot (in red). It is showing all the items from my list on there. I have attached a screenshot which shows the link as best as possible along with the info that is coming under it (with the least amount of hiding I could do.)

 

Thanks in advance.

 

Capture Edit.PNG

@Anonymous

 

I'm glad I was able to explain it in a manner that was easy to understand. Just for my reference, are you using a SharePoint list or a document library as the source for your items? Also, are you using Get items or Get items (properties only)?

 

If you scroll down in the Body, there's lots more data there. Any sign of a date? 

 

I'm not sure why mine is in red / formatted differently. Might be because I'm using Chrome?

Anonymous
Not applicable

@kristof805

 

I am using a SharePoint List as the source for my items. I am using Get Items not the (properties only) one.

 

I found the list name as you had mentioned earlier, which was showing the information I needed but as you had said earlier, the name is very different to the one I have on my list. I have edited it and I got a failure, but no error (screenshot attached). You had mentioned earlier that this would happen if I there were no items that would expire in 30 days.

 

Is this how it is supposed to look if no items expire in 30 days?

 

Capture final hopefully.PNG

@Anonymous

 

That's awesome! I believe now your Flow is working. I would create a bogus / test item on your list that is 30 days away and then trigger your Flow manually to see if you can get an e-mail. If you don't get the e-mail, change the date by a day or two as I don't know if today counts as day 1 or day 0 as far as Flow is concerned. Let me know what happens!

Anonymous
Not applicable

@kristof805

 

I have ben running the flow for a couple of days and I seem to be getting all 60 items on my list as expiring in 2 weeks, every time the flow runs, even though some of them only expire in 2020. I have checked the dates and they are strictly MM/DD/YYYY.

 

I am not sure how I can fix this.

 

Thanks in Advance.

@Anonymous

 

Hey!

 

Can you check if you removed all hardcoded dates from your formula? It sounds like either your expiration date is hard coded (instead of reading the individual dates out of the column) and today is the day that is 60 days away from your formula.

 

Your formula should not contain any actual dates, just formatting info:

 

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

So Flow knows how to format the date but there is no actual date like 08/16/2018 in the formula.

Anonymous
Not applicable

@kristof805

 

Hey! Thanks for that!

 

So I was using a @Greaterthanorequal formula instead of @equals whihc seems to have been the problem.

 

But now that I have changed that, I am not getting any notifications, and I have put test results on the list that should hit. I am using 14 days instead of 30 as in the formula you posted, but otherwise it is the same. I have put two test days, one 14 days away and one 15 days away. This is because I did not know if the computer would count today as day 0 or 1.

 

But sadly, the flow says it ran successfull but does not send an email with the item that is exactly 14 days away from expiring.

@Anonymous

 

Maybe, for troubleshooting / narrowing down the problem, you can use the @greaterOrEquals formula for troubleshooting purposes just to figure out if your formula is working at all. You can put 1 or 2 in your days away so anything further than 1 or 2 days away should generate and e-mail for you. 

 

If it doesn't work than something else is wrong.

Anonymous
Not applicable

@kristof805

 

Hey

 

I tried using the @greaterOrEquals formula and did not get any response.

 

@greaterOrEquals(formatDateTime(item()?['OData__x0076_lq3'], 'mm/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'mm/dd/yyyy'))

 

I have attached the formula I am using above, I could not find anything wrong with it. Do you see any issues with the code itself? What I mean to get from the code is all the items that expire within the next 30 days from date the flow is run. I am currently getting all the items on the list in the expiration email even though some of them only expire in 2020.

 

 

 

Thanks in advance

@Anonymous

 

Try switching your formula to "@lessOrEquals" and try to do a test run to see what happens.

Anonymous
Not applicable

@kristof805

 

With  "@lessOrEquals", my formula sends me an email with all the items on the list, even though I have specified "14" in the formula.

 

With  "@greaterOrEquals", I recieve no emails in my inbox. I have put test items in my list that expire before this 14 day period.

 

 

So I am either getting all the items or none. I am very confused by this, and I do not have a background in MS Flow or coding so I do not know what is wrong.

@Anonymous

 

Sounds like it's not getting the dates we are trying to feed it. Because if it was, we'd get some e-mails, not all or nothing.

 

I see from a previous post that your current code is as follows:

 

@greaterOrEquals(formatDateTime(item()?['OData__x0076_lq3'], 'mm/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'mm/dd/yyyy'))

How did we end up with the OData__x0076_lq3 as our column name? What is your date column called on your SharePoint list? If your data is coming through to the Get items step, we should be able to find the date under the Outputs -> Body section.

 

Here is a test you can do to see if we are getting the data.

  1. Create a test item on your list with the date of 1/1/2049
  2. Run your flow
  3. Check the output and expand the Get items step. Now hit ctrl+f on your keyboard to find text on the webpage. If you type in 2049, it should bring you to the Outputs code where it is returned from your SharePoint list.

Can you take a screen shot for me of where you find the date, while blocking out any sensitive URLs and other data?

 

I'm as confused as you are as I'm not a coder either. I've only started with Flow within the last year and have cobbled together a few Flows which work. It's definitely a learning process but rewarding when you finally get it working.

Anonymous
Not applicable

@kristof805

 

Thats the formula I am using.

 

I got that coloumn name from the body, in the way you have mentioned in this post itself.

 

I have run the test you asked me to above, and the screenshot is attached below. I believe the column name matches what I am using. In this test I used "@greaterOrEquals" and again did not recieve any emails.

 

Capture.PNG

 

Wow, thank you so much for your help!! Really hoping to get the hang of it. Seems like a very powerful tool.

@Anonymous

 

Awesome that you found that. It looks like we ARE getting the dates so that's a plus. Let's try something else. Please change your condition to the following code:

 

 

@equals(formatDateTime(item()?['OData__x0076_lq3'], 'MM/dd/yyyy'), formatDateTime(addDays(utcNow(), 30), 'MM/dd/yyyy'))

 

And change your test item (the 1/1/2049 one) to 9/19/2018. Then run your flow (with the Test button on the top right). Anything? I just did the same thing and I got the e-mail. I tried 9/20/2018 but that did not trigger, so I'm guessing that's 31 days away according to Flow. 

 

Also on your sharepoint list, the column OData__x0076_lq3 (your column that contains the dates) is of type Date and Time, right? I'm pretty sure you've said yes to this before but I wanted to double check.

Anonymous
Not applicable

@kristof805

 

I run multiple tests and I think I am only 1 step away from having it figured out!!

 

So I have replaced my code with the one you have provided in the previous post. This still did not work, but then I realized I have not been using a date AND TIME column! So I have replaced all my dates and kept the standard noon time in all the data points.

 

I tried to run the flow again but now my list contains the wrong column name. How would I find the sharepoint name for the list (e.g. ['OData__x0076_lq3'] ) but without being able to consult the body section of the Get Items tab?

@Anonymous

 

A Date and Time column does not necessarily have to cotain a time (although I think there is a default time when you enter a date .. I can't confirm this).

 

Anyway, the column name should not have changed, unless you specifically edited it. Even if you put into your code the column name as 'pizza', the Flow will still run and your Get Items tab will still get results. The only way Get Items would not get results if you changed your library, site or list name.

 

So even if your stuff in the Apply to each step is broken / giving you errors, your Get Items should still be getting an output. Why do you think your list contains the wrong column name? Did you change it?

Anonymous
Not applicable

@kristof805

 

Yes, I did change the coloumn. The previous one was not Date and Time, as there was no time slot, so I have placed the same information into a time and date coloumn and deleted the older coloumn.

 

So I have the older coloumns name in the my formula, which is probably why it is not working, so I was wondering if you knew how to find the new coloumns name in SharePoint that would be used in the formula?

  

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If you hope to see your name here next month, follow these awesome community members to see what they do!   Power AppsPower AutomateCopilot StudioPower PagesWarrenBelzAgniusMattJimisonragavanrajanLaurensMfernandosilvafernandosilvaLucas001Rajkumar_404wskinnermctccpaytonHaressh2728timlNived_NambiarcapuanodaniloMariamPaulachanJmanriqueriosUshaJyothi20inzil2kvip01PstorkVictorIvanidzejsrandhawarenatoromaodpoggemannmichael0808deeksha15795prufachEddieEgrantjenkinsExpiscornovusdeeksha15795SpongYeRhiassuringdeeksha15795apangelesM_Ali_SZ365ManishSolankiSanju1jamesmuller   LATEST NEWS Business Applications Launch Event - Virtual - 10th April 2024 Registration is still open for the Microsoft Business Applications Launch event which kicks off at 9am PST on Wednesday 10th April 2024. 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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