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Frequent Visitor

Flow for my boss

I would like to trigger a flow to update sharepoint documents library. My docs are named : XXX(name of suppliers) - Product - XX/XX/XX (Date of Expiration) : ex APPLE - IPHONE XI - 31.02.2019

I would like the date of expiration to Trigger an email to the supplier directly asking to send new certificate (based on file name).

I don’t know how to work this out.
8 REPLIES 8
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Helper V
Helper V

Re: Flow for my boss

@Autopilot

 

You need to be looking at my threads below:

https://powerusers.microsoft.com/t5/Building-Flows/Date-Testing/m-p/200728#M20897

and

https://powerusers.microsoft.com/t5/Building-Flows/Leap-Years/m-p/198940#M20695

The latter will be important for you if you are to get the right data for your expiry if it is a leap year.

I hope to post some replies to the above posts in the next 24 hours so if you can wait till after the weekend we maybe able to have solution soon.

 

Regards,

 

Andrew

 

 

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Frequent Visitor

Re: Flow for my boss

Thank you very much for your support.

I have seen those documents. I need to dig. I am not looking 365 days.

 

In fact, we have 50 suppliers, each of them has 10 documents with different expiry dates.

Each documents have different validity : 12 months, 18 months, 36 months, Or Else.

 

I have from existing data : 500 documents. Like I explained : XXX - XXX DD.MM.YYYY

Each of them start with Supplier Name -> I would like to trigger a from table with Name and Email Address 

Each of them have Document Name in middle

Each of them have Expiry Date on it -> I would like to trigger Send an email to Supplier with the name of the document on the day of the Expiry date.

 

My set up is I have all documents on Sharepoint. I don't know where to pull out that.

 

I need tool to decompose the Documents name (end with Date).

Apply Time check on Date.

 

I was thinking also to break our documents codification and use Sharepoint Column or Meta.

 

Highlighted
Helper V
Helper V

Re: Flow for my boss

@Autopilot,

 

Now I understand and it is different from me.

I do not think I can help you further at this time but await any further reply you get.

 

Regards,

 

Andrew

 

 

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Power Participant
Power Participant

Re: Flow for my boss

Hello @Autopilot,

 

First of all I highly suggest you to use columns in SharePoint. Such thing is better to work with than name of file. Also if you have documents in word format such metadata - columns can be used within word. So you can for example have one template document that you will use in future and if you fill metadat inside it it will be published to columns in your SharePoint document library where are such columns available.

 

Next thig is easy a there is a lot of examples within this community, just create scheduled Flow that will run each day and check dates of files and then do proper action.

There is also comming to SharePoint Online for Flow this reminder option that is super easy to setup and can be modified - https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/It-s-time-for-reminders-in-SharePoi...

P.

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Community Support
Community Support

Re: Flow for my boss

Hi @Autopilot,

 

To sum up, you mean extracting the expiration date contained in the file, and then checking whether the document has expired every day. If it expires, you want to send the email notification to the supplier.

I agree with @vecerpa's suggestion that you can try it as he said.

In addition, I have a method here to achieve your needs, you could follow the steps below to configure your Flow.

At present, the information provided by you can obtain the corresponding Email address from the Excel table according to the supplier name, and then extract the expiration date from the File name.

  1. Configure Recurrence as a trigger and run it once a day.
  2. Use Get items to get all the file names, extract the date, and format the date into a 'dd/MM/yyyy' style.
  3. Compare the current date with the extracted date. If they are equal, extract the Email address from the Excel table and configure the Send an email action.

Image reference:

SharePoint:

5.PNG

Excel table:

6.PNG

Flow configuration:

3.PNG4.PNG

Please take a try.

 

Best Regards,

Barry

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

Re: Flow for my boss

Hello first of all thank you very much
I am blocked at Get files Only properties. What do you put in it?
Highlighted
Power Participant
Power Participant

Re: Flow for my boss

Hello @Autopilot,

 

You should put there link to your SharePoint site and then pick document library whre files are stored. This action loads properties for all files located there.

Flow1.jpg

P.

Highlighted
Frequent Visitor

Re: Flow for my boss

Hello
I created a separated box for dates.
The flow is including also box which don’t have dates.
I have also a folder : Old, for Older documents to be put in. It is also including the Older files.

Library -> documents + folder olds (documents inside.

I created a Column Status : old (folder) / new (root). But not helpingDB4D79A8-B016-43C4-8176-15220274429E.jpeg

 

9B7897C7-EE40-415E-AC63-6401F568A46D.jpeg

 

Can you help ?

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