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MichVer
Frequent Visitor

Trigger mail by items of calculated collumn (date)

Hi,

 

I'm trying to build a flow to trigger a calculated date inside a sharepoint list.

If the calculated date is equal to present date, I would like to send a mail.

 

My calculated date [Date Alert] isn't triggering anything.

If I replace this date collumn with a normal date collumn, the flow works just fine.

Conclusion: calculated items don't work inside Power Automate? Or is there a solution/workaround for this?

 

I used the formatDateTime(utcNow(),'yyyy-MM-dd'expression in the condition.

 

Knipsel.PNG

 

Thank you in advance!

 

Best regards.

1 ACCEPTED SOLUTION

Accepted Solutions
MarvinBangert
Most Valuable Professional
Most Valuable Professional

Hi @MichVer 

Please see the following list, it should be quite like yours:

MarvinBangert_0-1675292055727.png

I have a "Date" column from column type "Date and Time" (only Date):

MarvinBangert_1-1675292119435.png

I have a choice field "MeasurementType":

MarvinBangert_2-1675292148094.png

And I have a calculated colum "AlertDate":

MarvinBangert_3-1675292182206.png


I created four different items; we would like to get the items that have "true" in the name as the alert date is the current date (2/2/2023 or 2023-02-02). Using the filter query in Power Automate is using a REST API Filter towards SharePoint (read more here, but it's very developer orientated and just a basic overview how SharePoint REST API works). As I already said, calculated columns are not supported within this filter query, so we would need to use another column. As the "Alert date" is just calculated from a date column and a choice column, we can redo the calculation within Power Automate and within the filter query.

For the filter query you can basically think about it like:

Without a filter query, you are telling SharePoint "Give me just all items, I will do the work by myself to get the right stuff". With a filter query you are telling SharePoint "I just want to have these items, do the work for me". For SharePoint this is an easy task, so SharePoint just uses your filter and checks on every item if the filter applies to this and returns you all the items the filter applies to.

 

The filter query follows a specific pattern, so that SharePoint is able to look for the right stuff:

 

<SharePoint internal column name> <comparison> <value>

 

(Sometimes there are also other patterns like startswith() or substringof(), but that shouldn't be part for today, this query is called "OData query" you can read more here (again focusses on developers)).

 

Your calculated column is a bit more complex, but we will go through it step by step and combine them all together in the end.

1. First, we want to filter for the "Measurement Type". This is easier, as we just need to give a value it should look for, without any expression written yet. You always need the internal SharePoint column name (the Displayname can be different). Within your list click on the steering wheel - List settings - select your column - check the URL:

MarvinBangert_4-1675293390277.png

At the very end of the URL, you will see the unique and internal name of your column, that is the one we need within the filter query:

MarvinBangert_5-1675293486527.png

next we need the comparison, it's often shortened, e.g., "equals" is "eq", "less or equal to" is "le", "greater or equal to" is "ge", "not equal" is "ne". You will easily find some blog posts using your favorite search engine about SharePoint filter queries and comparisons you can use. Finally, we need to tell SharePoint what value it should look for, in this case it should look for 'Inter-Instrument'. If you are looking for a word (or called string) or date, you need to use single quotes, if you are looking for a number you can leave them.

 

If you run the filter query from above, you would receive only the items from SharePoint where the Measurement Type is Inter-Instrument. As from your calculated column, we also need to check for the date as it could be different for "Inter-Instrument" and "Inter-Period". That is the next thing we will do:

 

Same again, look for the internal column name, but now for the value we need to do some calculation:

MarvinBangert_6-1675293972623.png

Before the query is sent to SharePoint, Power Automate will turn the expression into a value and this value is then compared within SharePoint to only select the values you are looking for. Here is the expression:

 

addToTime(utcNow(),-3,'Month','yyyy-MM-dd')

 

Here you can see the parameters "addToTime()" requires: Reference guide for expression functions - Azure Logic Apps | Microsoft Learn

First the timestamp "utcNow()", this will give the current date and time the flow runs (as already explained, as the flow runs each day, it will always be the current date and time). Next the interval or number of a unit to add, if you put a minus infront, it will subtract. Next the time unit used with the interval, this could be "Second", "Minute", "Hour", "Day", "Week", "Month" or "Year". Next the format the date and time should be returned to. If you let your flow run first (with or without any filter arrays), you will get some JSON and you can also see the format the date is returned as:

MarvinBangert_7-1675294350182.png

Usually, dates are returned as "yyyy-MM-dd".

Again, if you run your flow, it should only return values where the date is "2022-11-02" ("2023-02-02" (today) - 3 Months)

 

Now we need to combine these two queries together as we want to only get the items where the Measurement Type is equal to "Inter-Instrument" and the date equal to "2022-11-02". To combine queries, you can use "and" or "or". With "and" both needs to be true and or only one needs to be true. We need "and" as both needs to be true:

MarvinBangert_8-1675294721501.png

You can add brackets around the individual queries to make it look clearer where a query starts and ends. This will just return all items where Measurement Type is "Inter-Instrument", and date is "2022-11-02".

Using the, we can also extend the query to include the "Inter-period" and date is "2022-02-02" (One year ago), we can just combine these two queries using "or":

MarvinBangert_9-1675295002059.png

 

((MeasurementType eq 'Inter-Instrument') and (Date eq '@{addToTime(utcNow(),-3,'Month','yyyy-MM-dd')}') or (MeasurementType eq 'Inter-Period') and (Date eq '@{addToTime(utcNow(),-1,'Year','yyyy-MM-dd')}'))

 

 

Here is the result:

The list with all items:

MarvinBangert_10-1675295054886.png

The flow action with the filter query:

MarvinBangert_12-1675295305080.png

The result (I am using a "create HTML table" action to format the results as a table:

MarvinBangert_13-1675295470253.png

 

Last tipp: if you don't want to send individual emails (or teams message), you can also use a "Create HTML table" to format the results and send this to yourself (or someone else):

MarvinBangert_14-1675295734891.png

Result:

MarvinBangert_0-1675296760938.png

 

Does this help you? Otherwise please give me some more information.

Best regards
Marvin

If you like this post, give a Thumbs up. If it solved your request, Mark it as a Solution to enable other users to find it.

Blog: Cloudkumpel
Join my User Group (German & English): Power Platform UG Cologne

View solution in original post

5 REPLIES 5
MarvinBangert
Most Valuable Professional
Most Valuable Professional

Hi @MichVer 

You can use calculated columns within Power Automate, they are just not working if you try to use the "filter query" within "get items". Could you please share how the "Alert date" values are formatted? As you are using an "is equal to", the date must be exactly the same, maybe there are more information saved within the "Alert date" (like time) which will not make this work, because the condition is:

"2023-02-01" is equal to "2023-02-01Z00:00:00"

this will always be false.

 

I would recommend also changing the flow to make it more efficient. Currently (if you don't use any filter query within the get items) you are loading all items from the list into your flow and "apply to each" runs through all of them. If you have 500 items and your flow only runs on 2 of them, this is very inefficient. You can use the "filter query" action within "get items" to just get the items you are looking for and don't need to check later using a condition.

As I already said, you are not able to filter on a calculated column, but (depending on your SharePoint calculated formular) you can rebuild it. e.g., if your "Alert Date" is always 14 days before a "Due Date" column and "Due Date" is a date field, you can write this as an expression within Power Automate:

addDays(utcNow(),14)

This will add 14 days to the current date (as your flow maybe starts every day, each day it will be always the current date) and this date could be the due date, so we need to compare it.

The formular you now add inside the "Filter Query" of your SharePoint action could look like:

DueDate le '@{addDays(utcNow(),14)}'

"DueDate" is the internal SharePoint column name (if you have spaces, it's "Due_x0200_Date"); le stands for "less or equal to" and our expression. So "Get all items if 'Due Date' is less or equal to today+14 days" is the query send to SharePoint and you will only receive the items you are looking for.

Afterwards you can just add the "Send an email" action for each item that is returned and you don't need to use the condition.

 

Here is also some (longer) information how to do it: Power Automate filter on SharePoint Date and Time column (tomriha.com)

 

Does this help you? Otherwise please give me some more information.

Best regards
Marvin

If you like this post, give a Thumbs up. If it solved your request, Mark it as a Solution to enable other users to find it.

Blog: Cloudkumpel
Join my User Group (German & English): Power Platform UG Cologne

Andrew_J
Memorable Member
Memorable Member

Can you see the calculated column in the first part of the condition. As both sides of this need to match. Also look at putting each part of the condition into a separate compose before the apply to each.

Hi @MarvinBangert ,

 

Thank you for your reply. 

 

The Date Alert value is calculated as follows:

 

=IF([Measurement Type]="Inter-Instrument",DATE(YEAR(Date),MONTH(Date)+3,DAY(Date)),
IF([Measurement Type]="Inter-Period",DATE(YEAR(Date)+1,MONTH(Date),DAY(Date))))

 

BUT I think I want to go with your alternative. It sounds much more efficient. The purpose of the flow is to trigger a reminder mail 3 months after the measurement date [Date] that's being added inside the list.

 

Did I get it right that you said DueDate is a variable and not a custom made collumn? I'm not (yet) familiar with the functionality of filter query. How does this option know which column is to check inside the list? 

 

If you need more information just ask and I will try to give it to you.

 

Best regards.

 

Knipsel.PNG

 

MarvinBangert
Most Valuable Professional
Most Valuable Professional

Hi @MichVer 

Please see the following list, it should be quite like yours:

MarvinBangert_0-1675292055727.png

I have a "Date" column from column type "Date and Time" (only Date):

MarvinBangert_1-1675292119435.png

I have a choice field "MeasurementType":

MarvinBangert_2-1675292148094.png

And I have a calculated colum "AlertDate":

MarvinBangert_3-1675292182206.png


I created four different items; we would like to get the items that have "true" in the name as the alert date is the current date (2/2/2023 or 2023-02-02). Using the filter query in Power Automate is using a REST API Filter towards SharePoint (read more here, but it's very developer orientated and just a basic overview how SharePoint REST API works). As I already said, calculated columns are not supported within this filter query, so we would need to use another column. As the "Alert date" is just calculated from a date column and a choice column, we can redo the calculation within Power Automate and within the filter query.

For the filter query you can basically think about it like:

Without a filter query, you are telling SharePoint "Give me just all items, I will do the work by myself to get the right stuff". With a filter query you are telling SharePoint "I just want to have these items, do the work for me". For SharePoint this is an easy task, so SharePoint just uses your filter and checks on every item if the filter applies to this and returns you all the items the filter applies to.

 

The filter query follows a specific pattern, so that SharePoint is able to look for the right stuff:

 

<SharePoint internal column name> <comparison> <value>

 

(Sometimes there are also other patterns like startswith() or substringof(), but that shouldn't be part for today, this query is called "OData query" you can read more here (again focusses on developers)).

 

Your calculated column is a bit more complex, but we will go through it step by step and combine them all together in the end.

1. First, we want to filter for the "Measurement Type". This is easier, as we just need to give a value it should look for, without any expression written yet. You always need the internal SharePoint column name (the Displayname can be different). Within your list click on the steering wheel - List settings - select your column - check the URL:

MarvinBangert_4-1675293390277.png

At the very end of the URL, you will see the unique and internal name of your column, that is the one we need within the filter query:

MarvinBangert_5-1675293486527.png

next we need the comparison, it's often shortened, e.g., "equals" is "eq", "less or equal to" is "le", "greater or equal to" is "ge", "not equal" is "ne". You will easily find some blog posts using your favorite search engine about SharePoint filter queries and comparisons you can use. Finally, we need to tell SharePoint what value it should look for, in this case it should look for 'Inter-Instrument'. If you are looking for a word (or called string) or date, you need to use single quotes, if you are looking for a number you can leave them.

 

If you run the filter query from above, you would receive only the items from SharePoint where the Measurement Type is Inter-Instrument. As from your calculated column, we also need to check for the date as it could be different for "Inter-Instrument" and "Inter-Period". That is the next thing we will do:

 

Same again, look for the internal column name, but now for the value we need to do some calculation:

MarvinBangert_6-1675293972623.png

Before the query is sent to SharePoint, Power Automate will turn the expression into a value and this value is then compared within SharePoint to only select the values you are looking for. Here is the expression:

 

addToTime(utcNow(),-3,'Month','yyyy-MM-dd')

 

Here you can see the parameters "addToTime()" requires: Reference guide for expression functions - Azure Logic Apps | Microsoft Learn

First the timestamp "utcNow()", this will give the current date and time the flow runs (as already explained, as the flow runs each day, it will always be the current date and time). Next the interval or number of a unit to add, if you put a minus infront, it will subtract. Next the time unit used with the interval, this could be "Second", "Minute", "Hour", "Day", "Week", "Month" or "Year". Next the format the date and time should be returned to. If you let your flow run first (with or without any filter arrays), you will get some JSON and you can also see the format the date is returned as:

MarvinBangert_7-1675294350182.png

Usually, dates are returned as "yyyy-MM-dd".

Again, if you run your flow, it should only return values where the date is "2022-11-02" ("2023-02-02" (today) - 3 Months)

 

Now we need to combine these two queries together as we want to only get the items where the Measurement Type is equal to "Inter-Instrument" and the date equal to "2022-11-02". To combine queries, you can use "and" or "or". With "and" both needs to be true and or only one needs to be true. We need "and" as both needs to be true:

MarvinBangert_8-1675294721501.png

You can add brackets around the individual queries to make it look clearer where a query starts and ends. This will just return all items where Measurement Type is "Inter-Instrument", and date is "2022-11-02".

Using the, we can also extend the query to include the "Inter-period" and date is "2022-02-02" (One year ago), we can just combine these two queries using "or":

MarvinBangert_9-1675295002059.png

 

((MeasurementType eq 'Inter-Instrument') and (Date eq '@{addToTime(utcNow(),-3,'Month','yyyy-MM-dd')}') or (MeasurementType eq 'Inter-Period') and (Date eq '@{addToTime(utcNow(),-1,'Year','yyyy-MM-dd')}'))

 

 

Here is the result:

The list with all items:

MarvinBangert_10-1675295054886.png

The flow action with the filter query:

MarvinBangert_12-1675295305080.png

The result (I am using a "create HTML table" action to format the results as a table:

MarvinBangert_13-1675295470253.png

 

Last tipp: if you don't want to send individual emails (or teams message), you can also use a "Create HTML table" to format the results and send this to yourself (or someone else):

MarvinBangert_14-1675295734891.png

Result:

MarvinBangert_0-1675296760938.png

 

Does this help you? Otherwise please give me some more information.

Best regards
Marvin

If you like this post, give a Thumbs up. If it solved your request, Mark it as a Solution to enable other users to find it.

Blog: Cloudkumpel
Join my User Group (German & English): Power Platform UG Cologne

Hi @MarvinBangert ,

 

Worked like a charm! Thank you. Well explained too.

I still added a condition, but only to send 2 seperate mails depending on User Location.

 

Best Regards,

Michiel

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We have closed kudos on this post at this time. Thank you to everyone who kudo'ed their RSVP--your invitations are coming soon!  Miss the window to RSVP? Don't worry--you can catch the recording of the meeting this week in the Community.  Details coming soon!   *****   It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Blogging in the Community is a Great Way to Start

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Topic: Blogging in the Community Are you new to our Communities and feel like you may know a few things to share, but you're not quite ready to start answering questions in the forums? A great place to start is the Community blog! Whether you've been using Power Platform for awhile, or you're new to the low-code revolution, the Community blog is a place for anyone who can write, has some great insight to share, and is willing to commit to posting regularly! In other words, we want YOU to join the Community blog.    Why should you consider becoming a blog author? Here are just a few great reasons. 🎉   Learn from Each Other: Our community is like a bustling marketplace of ideas. By sharing your experiences and insights, you contribute to a dynamic ecosystem where makers learn from one another. Your unique perspective matters! Collaborate and Innovate: Imagine a virtual brainstorming session where minds collide, ideas spark, and solutions emerge. That’s what our community blog offers—a platform for collaboration and innovation. Together, we can build something extraordinary. Showcase the Power of Low-Code: You know that feeling when you discover a hidden gem? By writing about your experience with your favorite Power Platform tool, you’re shining a spotlight on its capabilities and real-world applications. It’s like saying, “Hey world, check out this amazing tool!” Earn Trust and Credibility: When you share valuable information, you become a trusted resource. Your fellow community members rely on your tips, tricks, and know-how. It’s like being the go-to friend who always has the best recommendations. Empower Others: By contributing to our community blog, you empower others to level up their skills. Whether it’s a nifty workaround, a time-saving hack, or an aha moment, your words have impact. So grab your keyboard, brew your favorite beverage, and start writing! Your insights matter and your voice counts! With every blog shared in the Community, we all do a better job of tackling complex challenges with gusto. 🚀 Welcome aboard, future blog author! ✍️💻🌟 Get started blogging across the Power Platform Communities today! Just follow one of the links below to begin your blogging adventure.   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studio: https://powerusers.microsoft.com/t5/Copilot-Studio-Community-Blog/bg-p/PVACommunityBlog Power Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for the Message Admins button like this on the page's right rail, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!

Launch Event Registration: Redefine What's Possible Using AI

  Join Microsoft product leaders and engineers for an in-depth look at the latest features in Microsoft Dynamics 365 and Microsoft Power Platform. Learn how advances in AI and Microsoft Copilot can help you connect teams, processes, and data, and respond to changing business needs with greater agility. We’ll share insights and demonstrate how 2024 release wave 1 updates and advancements will help you:   Streamline business processes, automate repetitive tasks, and unlock creativity using the power of Copilot and role-specific insights and actions. Unify customer data to optimize customer journeys with generative AI and foster collaboration between sales and marketing teams. Strengthen governance with upgraded tools and features. Accelerate low-code development  using natural language and streamlined tools. Plus, you can get answers to your questions during our live Q&A chat! Don't wait--register today by clicking the image below!      

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