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athota
Helper I
Helper I

Reminder email based on due date in excel

Hello,

I am new to power automate, i am trying to create a flow which will send a reminder email to my team member on a specific due date. I am from India and my time zone is "(UTC+05:30) Chennai, Kolkata, Mumbai, New Delhi", my reminder due date in excel is in date-month-year (dd-MMM-yyyy) format. An email has to be sent for the task on the reminder date mentioned. I have not added email id in the table as it is not dynamic. Can any one please help me build the flow.

athota_0-1625773734483.png

Thanks

1 ACCEPTED SOLUTION

Accepted Solutions
v-LilyW-msft
Community Support
Community Support

Hi @athota 

According to your description, you want to send email based on due date in excel.

I set up a simple flow, you can refer to below screenshots.

Configure Recurence advanced options, the flow will runs at 9:30 every day in your time zone.

You can modify it according to your needs.

vLilyWmsft_0-1625794557579.png

vLilyWmsft_1-1625794557590.png

Expression: formatDateTime(item()?['Reminder Date'], 'yyyy-MM-dd')

Expression: formatDateTime(utcNow(), 'yyyy-MM-dd')

vLilyWmsft_2-1625794557592.png

vLilyWmsft_3-1625794557599.png

vLilyWmsft_4-1625794557601.png

vLilyWmsft_5-1625794557605.png

Then save and can test it.

This is my excel:

vLilyWmsft_6-1625794557606.png

After Flow runs, I will receive an email as below:

vLilyWmsft_7-1625794557607.png

Hope the content above may help you.

Best Regards

If my solution helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

31 REPLIES 31
v-LilyW-msft
Community Support
Community Support

Hi @athota 

According to your description, you want to send email based on due date in excel.

I set up a simple flow, you can refer to below screenshots.

Configure Recurence advanced options, the flow will runs at 9:30 every day in your time zone.

You can modify it according to your needs.

vLilyWmsft_0-1625794557579.png

vLilyWmsft_1-1625794557590.png

Expression: formatDateTime(item()?['Reminder Date'], 'yyyy-MM-dd')

Expression: formatDateTime(utcNow(), 'yyyy-MM-dd')

vLilyWmsft_2-1625794557592.png

vLilyWmsft_3-1625794557599.png

vLilyWmsft_4-1625794557601.png

vLilyWmsft_5-1625794557605.png

Then save and can test it.

This is my excel:

vLilyWmsft_6-1625794557606.png

After Flow runs, I will receive an email as below:

vLilyWmsft_7-1625794557607.png

Hope the content above may help you.

Best Regards

If my solution helps, then please consider Accept it as the solution to help the other members find it more quickly.

Hi @v-LilyW-msft ,

Thank you for the solution it worked. I am receiving emails as per the due date. However, the email content for task has unnecessary code in place of task, please see screengrab below.

athota_0-1625824861757.png

I was not getting the "Task" array as you have got, it is only showing me "Item" array. It is showing excel task array, but when i select it the flow is not running. I tired by adding the expression for Task as well but the flow is not running.

athota_1-1625825047837.png

 

athota_2-1625825174628.png

I am actually fetching the data from another sheet to this sheet and reflecting the data, is this the cause for above error? Please help.

athota_3-1625825410699.png

 



Hi @athota 

Could you share me the outputs of Select?

vLilyWmsft_0-1626075571941.png

Best regards

Hi @v-LilyW-msft ,

Here is the output of select.

athota_0-1626082853331.png

 
INPUT:
{
    "@odata.etag""",
    "ItemInternalId""d1245d8a-ce74-47bf-ab30-59de929f2ed8",
    "Task""Test task 3 for automation",
    "Due date""2021-07-12T00:00:00.000Z",
    "Reminder Date""2021-07-09T00:00:00.000Z"
  }
OUTPUT:

{
    "Task Name": {
      "@odata.etag""",
      "ItemInternalId""d1245d8a-ce74-47bf-ab30-59de929f2ed8",
      "Task""Test task 3 for automation",
      "Due date""2021-07-12T00:00:00.000Z",
      "Reminder Date""2021-07-09T00:00:00.000Z"
    },
    "End Date""2021-07-12"

Please let me know if anything else is required.

Thanks!
tom_riha
Most Valuable Professional
Most Valuable Professional

Hello @athota ,

I think your 'Select' action is not configured properly, you should use item()?['Task'] as the Task Name, but you're using the whole item() dynamic content.

image.png



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[ I also blog about Power Automate solutions even for non-IT people. ]

Hi @tom_riha ,

I have used the whole item dynamic content as I was not getting the task option to select, please see screengrab. I have tried to use the excel rows but that also failed and the flow didnt run.

athota_0-1626084575717.png


Please let me know if you any further information.

Thanks

tom_riha
Most Valuable Professional
Most Valuable Professional

The item()?['Task'] is an expression, copy paste it into the expression field and enter it there instead of the Item dynamic content.



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Hi @tom_riha  and @v-LilyW-msft ,

It worked now, I tried using the expression before but the flow didn't run, that is when I used the other options. I have tried it again and it worked. Thank you so much for your help.

athota_0-1626085142483.png


Thanks!

 

athota
Helper I
Helper I

Hi @v-LilyW-msft  and @tom_riha ,

I have interacted with you before on this ticket regarding a task reminder flow, the flow I created was working fine. I am trying to replicate the same flow for another data sheet, but it doesn't seem to be working. Below is the error i am getting, can you please help me?

athota_0-1629371496476.png


I am adding the screen grab of my new flow below, which is an exact replica as suggested by @v-LilyW-msft .

athota_1-1629371764209.png

athota_2-1629371844952.png

Expressions i am using are as below:

formatDateTime(item()?['Reminder Date'], 'yyyy-MM-dd')
formatDateTime(utcNow(), 'yyyy-MM-dd')
item()?['Task']
formatDateTime(item()?['End Date'], 'yyyy-MM-dd')
My data sheet:
athota_3-1629372093314.png

I am using one drive for business for this flow and the date format when edited online is showing as below, is this the cause for the issue?

athota_4-1629372341361.png

 

Thanks!
athota
Helper I
Helper I

Hi @v-LilyW-msft  and @tom_riha

Please will you be able to help?

Please can any Microsoft employee or community user look into this concern?

Thanks!

dimitrisval
Frequent Visitor

I have created a flow up-to the filter array and when I run it, I get the following error:

The execution of template action 'Filter_array' failed: The evaluation of 'query' action 'where' expression '@equals(formatDateTime(item()?['Reminder Date'], 'yyyy-MM-dd'), formatDateTime(utcNow(), 'yyyy-MM-dd'))' failed: 'In function 'formatDateTime', the value provided for date time string '' was not valid. The datetime string must match ISO 8601 format.'.

I have copied exactly as per instructions. any ideas what this error means and how to resolve it? You help is much appreciated

tom_riha
Most Valuable Professional
Most Valuable Professional

Hello @dimitrisval ,

my guess would be that you've got a row in the Excel table with empty 'Reminder date' = it can't format an empty date = error.

You should first filter out the rows where the 'Reminder date' is empty and only then use this other 'Filter array' with the condition you shared.



[ If I have answered your question, please Accept the post as a solution. ]
[ If you like my response, please give it a Thumbs Up. ]

[ I also blog about Power Automate solutions even for non-IT people. ]

Hello,

 

Filter array not getting the output from excel.

Please help.

 

Thanks,

krishna

dimitrisval
Frequent Visitor

Thank you all for your replies. it was a time formatting issue that now I have resolved. Thanks again.

Hello,

 

 An email has to be sent for the task on the reminder date mentioned. I have added email id in the table as it is dynamic.

 

TaskReminder DateSend to 

Add data in excel23 May 2022example@outlook.com
Remove data23 May 2022test@outlook.com
Update data23 May 2022test@outlook.com

Hello @dimitrisval 

 

Need solution for the above query. kindly request you to help.

 

Thanks.

dimitrisval
Frequent Visitor

Hi krish1729, This is what I did. Confirmed the Excel data is formatted as Date. (Used custom format as I like dates displayed as dd/mmm/yyyy not dd-mmm-yyyy)

 

dimitrisval_0-1653291261814.png

 

Then  in my flow set the following:

dimitrisval_1-1653291261818.png

 

The format date is shown below: Please note I have added 30 to utcNow() as I wanted my reminders 30 days before the expiry date.

formatDateTime(convertFromUTC(addDays(utcNow(),30), 'GMT Standard Time'), 'yyyy-MM-dd') 

Please note Date format in filter. it worked with this as it matched the one returned from Excel query

 

Also, in order to ensure I get data from Excel (during debugging) I have removed the filter and made sure I can see data in the List rows output. The data will show the date format returned from Excel then you can adapt your filter. I hope this helps.

Regards

Dimitris

Hello @dimitrisval 

 

But i need to send that data to a specific email as mentioned in the above query. Please see inline:

Task                                                Reminder Date                 Send to 

Add data in excel23 May 2022example@outlook.com
Remove data23 May 2022test@outlook.com
Update data23 May 2022test@outlook.com

 

I wanted to share first row data to example@outlook.com ,

Second row data to test@outlook.com.

 

I don't want to add an email id every time.. data needs to send their receiving id as given in the table.

 

Thanks

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