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LynneHud
Helper I
Helper I

Forwarding Reminder Emails to User and Manager after 5 days

Hello, I would like to build a flow that pulls the original email (outlook) and forwards (reminder email) to individual users and their managers a reminder to complete an assignment.
Example:
1. Initial outlook email sent to a group of users and their managers to complete an assignment.
2. After 5 days, users who have not completed the assignment are identified. 
3. A reminder email is then forwarded (from the original email) to the user and their manager to complete the assignment with a due date. The reminder emails sent to each user/manager to keep other users from knowing who has not completed their assignments.

1 ACCEPTED SOLUTION

Accepted Solutions
Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Give a try with this

 

First we will use trigger to check whether the mail having user details arrives or not in mailbox

Nived_Nambiar_0-1682001127032.png

 

you can use specific words in subject filter for triggering for that mail arrival

 

2. Convert email body to html format using the below action

 

Nived_Nambiar_1-1682001236393.png

 

3. For requirement, we need to remove the data in email body which are not names of people, in above email you shared, at beginning, there is saluatation , eg: Hi Jerome, etc , we need to remove that part upto Please escalate. Thank You!.  For that we need to use string manaipulation methods on text which is output of html to text action of step 2.

 

expression used in my flow is : 

replace(outputs('Html_to_text')?['body'],slice(0,add(indexOf(outputs('Html_to_text')?['body'],'Please escalate. Thank You!'),length('Please escalate. Thank You!'))),'')

 

4.  Loop through each user details after splitting the output of step 3 using new line like below

Nived_Nambiar_2-1682001460317.png

 

expression used : 

split(trim(outputs('Compose-_Remove_non_person_details')),decodeUriComponent('%0A'))
 
Inside the loop, do the following
 
 4.1 . use Search for users action to search the given user details through which we are iterating to get email id, id of person so as to search person's manager 
 
Nived_Nambiar_3-1682001557491.png

 

4.2 use get manager action to retrive the manager details of that person using id of person retrieved as output of step 4.1

Nived_Nambiar_4-1682001607230.png

 

Here we are taking first element of output of step 4.1.

expression: 

first(outputs('Search_for_users_(V2)')?['body/value'])?['Id']
 
4.3 Send email to person's email id , cc manager email like below
Nived_Nambiar_5-1682001684968.png

 

expression used in To: first(outputs('Search_for_users_(V2)')?['body/value'])?['Mail']

Nived_Nambiar_6-1682001730411.png

 

 

Note: this is general overview of flow , how to do this kind of process, you can modify it accordingly.

 

Mark it as solution if it helps you in solving your issue.

 

 

View solution in original post

19 REPLIES 19
Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

As per the private message you sent me, there is a Teammate audit software have the assignments either completed or incomplete by name , so we need to check the user's name to determine whether their assignment is completed or not, but how via power automate, you would be extracting the data, is there any connector to do that or so?

 

There's no connector to Teammate.  The users are manually identified and an email is written and sent to each user and their manager. 

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Since we are trying to automate how the flow should get the details then ?

 

Are you saving those details of assignment completed/not completed by name in excel and then bot is using it ?

 

Kindly let me know 🙂

LynneHud
Helper I
Helper I

The users are identified and placed in the body of an email.  Then, the email is sent to another person to send out to the individual user and managers.  However, an excel can be created with this information (user, manager and status).

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

So the details of users and their managers details will be sent in a seperate email right? If yes should we make the bot to trigger when email arrives ?

 

LynneHud
Helper I
Helper I

The email will go to the user and manager is Cc in the same email. So, for example, if there's 10 users and 5 did not complete the task then the 5 users (with managers Cc) will separately receive reminder emails.

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

What i meant is how to make bot to send those emails, is it picking details from excel about those who haven't completed ?

LynneHud
Helper I
Helper I

It would be picking details from a email. For instance, 'not completed' listed in the body and 'SOX Survey' in Subject field.  Thank you!

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Ok, so an email would arrive with specific subject and specific word in body in email. 

 

So we can trigger the flow in such cases to send reminder emails.

 

So one thing to know, how the data would present in that email, could you share sample email screenshot ?

LynneHud
Helper I
Helper I

LynneHud_0-1681847891180.pngLynneHud_1-1681847970377.png

 

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Highlighted ones are seperate emails or single email ?

LynneHud
Helper I
Helper I

Emails 1-3 are 'Reply All' and #4 are 'Forward' emails sent separately to the person and their manager and 2 other persons as a FYI.

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Actually i need to see the email which would have the list of users and their manager to whom reminder need to be sent 🙂

 

LynneHud
Helper I
Helper I

Only the users are listed in the email.  Then, the managers are manually added (looked up) via Outlook address book (organization chart).  Is there a workflow that can be added to automatically add the manager of the user?

Please note:  The list of outstanding users can change each time.

LynneHud_0-1681915092575.png

 

LynneHud
Helper I
Helper I

Hello!

 

Please help with a flow using PA Desktop. Thanks!

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Only display would be present of users, would their emails will be present as well, just to know ?

LynneHud
Helper I
Helper I

Hello, No.

Nived_Nambiar
Super User
Super User

Hi @LynneHud 

 

Give a try with this

 

First we will use trigger to check whether the mail having user details arrives or not in mailbox

Nived_Nambiar_0-1682001127032.png

 

you can use specific words in subject filter for triggering for that mail arrival

 

2. Convert email body to html format using the below action

 

Nived_Nambiar_1-1682001236393.png

 

3. For requirement, we need to remove the data in email body which are not names of people, in above email you shared, at beginning, there is saluatation , eg: Hi Jerome, etc , we need to remove that part upto Please escalate. Thank You!.  For that we need to use string manaipulation methods on text which is output of html to text action of step 2.

 

expression used in my flow is : 

replace(outputs('Html_to_text')?['body'],slice(0,add(indexOf(outputs('Html_to_text')?['body'],'Please escalate. Thank You!'),length('Please escalate. Thank You!'))),'')

 

4.  Loop through each user details after splitting the output of step 3 using new line like below

Nived_Nambiar_2-1682001460317.png

 

expression used : 

split(trim(outputs('Compose-_Remove_non_person_details')),decodeUriComponent('%0A'))
 
Inside the loop, do the following
 
 4.1 . use Search for users action to search the given user details through which we are iterating to get email id, id of person so as to search person's manager 
 
Nived_Nambiar_3-1682001557491.png

 

4.2 use get manager action to retrive the manager details of that person using id of person retrieved as output of step 4.1

Nived_Nambiar_4-1682001607230.png

 

Here we are taking first element of output of step 4.1.

expression: 

first(outputs('Search_for_users_(V2)')?['body/value'])?['Id']
 
4.3 Send email to person's email id , cc manager email like below
Nived_Nambiar_5-1682001684968.png

 

expression used in To: first(outputs('Search_for_users_(V2)')?['body/value'])?['Mail']

Nived_Nambiar_6-1682001730411.png

 

 

Note: this is general overview of flow , how to do this kind of process, you can modify it accordingly.

 

Mark it as solution if it helps you in solving your issue.

 

 

LynneHud
Helper I
Helper I

Thank you!

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