Send E-mail 2 days before Expire Date (Expire Date Data from PowerApps)

[Anonymous]

Hi all,

I am making an application in powerapps. I would really like to be able to automatically send a reminding e-mail two days before the proposal expires (this date is provided in the field that the users sets). How do I go about triggering a scheduled reminder when I save a given item?

If it has any help I have already created a button, which creates the e-mail I wish to send out in powerapps with the following formula:

Office365Outlook.SendEmail(
    User().Email,
    "Do not forget to finalise the proposal for: " & KonuDataCard1 & " Expiring: " & TeklifinDataCard1.SelectedDate,
    "This project has " & DateDiff(
        Today(),
        TeklifinDataCard1.SelectedDate
    ) & " days before expiration, please finalise the proposal." & Char(13) & "Information 1: " & DataCardValue7.Selected.Value & Char(13) & "From: " & KalkisUlkeDataCard1.Selected.Value & ", " & KalkusSehriDataCard1.Selected.Value & Char(13) & "To: " & VarisUlkeDataCard1.Selected.Value & ", " & VarisSehriDataCard1.Selected.Value,
    {From: User().Email}
);
Notify(
    "E-Mail will be send 2 days before the expiration of this proposal",
    NotificationType.Success
)

I have tried to look for material/guides on how to do this. Being new to Flow I am not very familiar with how it works.

[Anonymous]

Hello @Anonymous 

If you set a flow to run every day, set the first action to be "get future date" for 2 days.

You can then set a filter array for the output of get future date equals the expiry date then an apply to each for each item that meet that criteria.

I have done something similar using a SharePoint List - see below:

Hope this helps!

Bradley

[Anonymous]

Hi @Anonymous ,

Thank you for your response.

I am quite new to Flow. Is there a chance you can break some of the steps down for me?

I am basically trying to gather all the information from PowerApps as shown in the original post and then send it in an email-form to the user itself 2 days before the project finishes.

[Anonymous]

Hello @Anonymous 

Is the data stored within SharePoint or somewhere else?

Are you able to confirm how you are wanting this to trigger i.e. would they press a button to submit an update? 

Could you send a screenshot of your Power App?

[Anonymous]

@Anonymous,

This is the editform:

In this form, I want it to take some different datafields and create an email text based on them and IF "Porposal Status" is "Taslak" (Template) then it should send an email to the user if the "Teklifin Son Gecerlilik Tarihi" (Date until expiring) is still "Taslak" two days before the proposal expires.

I can confirm this is all stored in a SharePoint List.

[Anonymous]

Hello @Anonymous 

Thanks for confirming, so you can go about this in two ways.

You can do it through Power Apps and have it so when they press Save it triggers the flow to check if it meets the criteria - if yes, send email.

Within the Condition it is set to:

formatdatetime(body('Get_future_time'),'dd/MM/yyyy') is equal to formatdatetime(body('Get_item')?['Start'],'dd/MM/yyyy')

Alternatively, you could have it set so that a Power Automate runs every day at 6AM (or whatever time you like) to check all items within the List / Document Library then if any require reviewing it will trigger an email to the relevant individual/s. If you want this one, the screenshot I sent earlier will help - I can show more of how it is set up if needed. 🙂

[Anonymous]

@Anonymous 

Excuse me for being impossible to work with!
The Document/ItemID, where do I find that? When I look around I see it nowhere in the Action choices..

[Anonymous]

@Anonymous  You're fine, we all had to start where you are 😊

So in your Power App, you would need to pull through a unique ID - being SharePoint, you can use ID which I believe is your field "Revize No"?

So in your PowerApp, go to Action in the Ribbon and select "Power Automate" then "Create a new flow" - this will re-direct you to the Power Automate website. Here, select "PowerApp button"

Once the flow designer screen appears, add an action called "Compose" which is where you will select "Ask in PowerApps"

Once you save this flow, you should see it in PowerApps - this can take time and you may need to close and re-open PowerApps for it to appear.

Once it appears, click on your Save button and select the appropriate flow so that they are associated to each other.

When that is added you can then add the expressions which will look like:

PowerAppButton.Run(Compose)

The below documentation may help further but let me know if you need any more help!

https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/using-logic-flows

Kind Regards

Bradley

[Anonymous]

@Anonymous,

Thank you once again for your patience.

I will try to implement this solution first thing in the morning, it seems to be the solution 🙂

[Anonymous]

@Anonymous 

I have tried following your guidelines. But I am encountering two challenges:

1. I receive this message regarding my SharePoint List, although I know it is the right list, have you encountered a such problem before?

2. I have written the following in the Conditions part:

formatDateTime(body('Get_future_time'),'dd/MM/yyyy')

IS EQUAL TO 

formatDateTime(body('Get_item')?['TeklifinSonGecerlilikTarihi'],'dd/MM/yyyy')

AND

equals(body('Get_item')?['Proposal_x0020_Status']) 

IS EQUAL TO

Taslak

The first, I would ideally like for it to send out LASTDATE -2 days (TeklifinSonGecerlilikTarihi = LASTDATE), but if I write -2 it does not accept. How do I go about this? Do I need to make a DataCard inside the PowerApp?

The later is to make sure that the "Proposal Status" is still equal to "Taslak" when the e-mail triggers, otherwise the user will get spammed with unnecessary email from Proposal that are not in template-mode anymore (Taslak = Template)?

[Anonymous]

Hello @Anonymous 

The first point shouldn't be an issue - I believe it is purely an on-screen tip. If it is an issue it may be because the Compose creates a string output and ID expects a number. If it errors when you run it (i.e. it fails on the Get Item action) then enter this expression which will change the format to an integer.

With regards to the second point, can you confirm your Condition looks like the below?

Thanks

Bradley

[Anonymous]

@Anonymous 

If you don't think it is a problem then that is good. It just pushes that message to me every time I want to make a test-run, so I thought I had a mistake.

Regarding the condition, this is what it looks like:

I have made the second one, so that it makes sure that the "Proposal Status" is indeed "Taslak" when sending the e-mail.

[Anonymous]

Hi @Anonymous 

For your second condition, set it so you are referencing the Get Item action instead of the expression so that it appears as DocumentType is equal to Taslak.

If that still doesn't work, try setting the second condition to DocumentType starts with Tasla.

Thanks

Bradley

[Anonymous]

@Anonymous 

Apologies, I didn't see you had responded.

When you say the "Get Item" action, which one do you mean? I already used the "Get Item" on the left side to retrieve the "Proposal Status" and then I said "IS EQUAL TO" Taslak"

Regarding the date. Would you possibly know how to make it so that it triggers two days BEFORE the date that I use in the condition? ie "TeklifinSonGecerlilikTarihi" - 2 days?

[Anonymous]

Hello @Anonymous 

In the past I have had issues with conditions saying where DocumentType equals 'Draft' so where I encounter this I use Document startswith 'Draf'.

To get the date from 2 days ago, you would use the below

addDays(outputs('Date'),-2)

[Anonymous]

@Anonymous 

Alright I did it as you say.

But it does seem to be a problem with the above error I mentioned regarding SharePoint..:

This is a very hard tool for me to use, sorry for wasting a lot of your time 😕

[Anonymous]

Hello @Anonymous 

Are you able to send a screenshot of what parameters are in the Get Items action as well as a screenshot of your SharePoint List/Library ideally with all columns and some data to see what values exists in each column.

Not wasting my time at all, I am sure we can get this sorted soon! 😊

[Anonymous]

@Anonymous 

Yes of course. Here are a few Screenshots. My SharePoint List is very wide, so I have a few:

1. here is the Get Item. When I select the given library/site and the List Name this should be exactly it, nevertheless it gives me an error.

It should be mentioned I have been googling this error, and someone wrote that it is not happy about foreign characters. Could that be it? Ie. the special "ş" for example?

2. here is the List columns:

The two columns I have circled around are the ones I wish to use for the conditions. The Date Column "Teklifin Son Gecerlilik Tarihi" and "Proposal Status", which is a simple text-column

3. Here is a picture of some of the items in my list, they are all just example data:

[Anonymous]

Hello @Anonymous 

If you could check the run history for what compose output:

So for mine, you can see it provided "Open" and hopefully for you it should see an ID number i.e. 15 which you had in your previous screenshot as the below field circled red should be referenced in your formula bar within Power Apps.

The Power Apps Formula bar should look as below

FlowName.Run(Field_Name_For_RevizeNo.Text)

To get the field name within Power Apps, select Revize No field that was in red where 15 is shown the look on the right side under "TEXT INPUT"

Providing all matches as above - your ID field should be suitable for the Get Item action and therefore allowing it to run.

[Anonymous]

@Anonymous 

It does give a Output of ID number:

So just to make sure I understand, should I put the just the IDDataCard (so that the number is inside 'Compose')?

I thought I should put all I want inside the e-mail.