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IanHudson
Level: Powered On

Trying to make a simple flow that will email someone every few days to remind them to do something

Hi all - first post. I think what I am trying to do is pretty simple, and I have figured out a way to do it, but I think I am doing it a rather long way

I have a sharepoint list that has tasks in it to check 15 servers every month. It's basically a bunch of yes/no fields (did you check serevr a - yes/no - and so on) When they are all yes, they submit the form, and the column "complete" chanes to yes. that's about it.....but, I wanna bug em unti they do it! Smiley Happy

 

 I have a flow that creates a new item in the SP list and emails the person all they need - very cool. Next  I want to after 7 days check if complete = yes and then end it. If not, I send then another email, and then bug them in 3 days - if not then it goes to every day.....over and over and over until complete = yes

 

I've figured out how to do it, but the flow is massive - I have to do a condition for every check and email if needed,  There must be an easier way to do this - I really just want to check if complete = yes, if not email them and then loop back a coupe days later to the same check if complete = yes and if so email them......over and over and over until finally complete=yes. 

 

I hoep that make sense......and I hope there is a simple solution b/c I a need to do a bunch of these things for different people

 

Thanks in advance.......

Ian

Thanks,
Ian Hudson
1 ACCEPTED SOLUTION

Accepted Solutions
Community Support Team
Community Support Team

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

Hi @IanHudson,

 

Could you please share a screenshot of your flow's configuration?

Could you please show a bit more about the complete column that you mentioned in your SharePoint list? Is it a Yes/No type column?

 

I have made a test on my side and please take a try with the following workaround:

  • Add a Recurrence trigger, Interval set to 1 and Frequency set to Month.
  • Add a "Create item" action.
  • Add a "Send an email" action, specify email addresses of employee.
  • Add a "Delay" action, Count set to 7 and Unit set to Day.
  • Add a "Get item" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action.
  • Add a Condition, click "Edit in advanced mode", type the following formula:

 

@equals(body('Get_item')?['Complete'], true)

 

 

  • Within "If/no" branch of Condition, Add a "Send an email 2" action, specify email addresses of employee. Add a "Delay 2" action, Count set to 3 and Unit set to Day. Add a "Get item 2" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action. Add a "Condition 2" action, click "Edit in advanced mode", type the following formula:

 

@equals(body('Get_item_2')?['Complete'], true)

 

Within "If/no" branch of Condition 2, add a "Do Until" action, click "Edit in advanced mode", type the following formula:

@equals(body('Get_item_3')?['Complete'], true)

Within "Do Until" action, add a "Send an email 3" action, specify email addresses of employee. Add a "Delay" action, Count set to 1 and Unit set to Day. Then Add a "Get item 3" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action.

 

Note: The Complete is a Yes/No type column in my SharePoint list.

 

Image reference:14.JPG

 

15.JPG

 

16.JPG

 

 

The flow works successfully as below:17.JPG

 

 

 

Best regards,

Kris

 

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
5 REPLIES 5
Super User
Super User

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

Hi @IanHudson,

 

I beleive this is simple scheduled Flow that will launch every day and simply goes through all items in list a check if there is "yes" in complete column. If not, then it can loop through all items that are in state "no" or empty column of this item and then decide by creation date when send email in paralel condition like if (today - creation date) = 7 throw email or if (today - creation date) > 10. I beleive that this will definitely make it simpler.

But I hasn't seen your Flow, so maybe you are alredy in same mood.

 

Hope this helps you

P.

IanHudson
Level: Powered On

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

ahhhh, a flow that runs every day and checks.....never thought of that.....glad I asked! thanks so much for replying.....

I am trying to get it all in one flow.....goes something like

 

trigger = every month

create item in SP list

email item link to employee with note "time to do your server tasks"

waits 7 days.....

checks to see if complete is "yes" - if so, flow ends

if not, email item link to employee "time to do your server tasks"

wait 3 days.....

checks to see if complete is "yes" - if so, flow ends

if not, email item link to employee "time to do your server tasks"

Wait 1 day.....

checks to see if complete is "yes" - if so, flow ends

if not, email item link to employee "time to do your server tasks"

wait 1 day.....

checks to see if complete is "yes" - if so, flow ends

if not....

I think you get where I'm going here....it's easy enough to do, but seems like way to many steps.....surely I can just do one check and repeat it somehow?

Thanks,
Ian Hudson
Community Support Team
Community Support Team

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

Hi @IanHudson,

 

Could you please share a screenshot of your flow's configuration?

Could you please show a bit more about the complete column that you mentioned in your SharePoint list? Is it a Yes/No type column?

 

I have made a test on my side and please take a try with the following workaround:

  • Add a Recurrence trigger, Interval set to 1 and Frequency set to Month.
  • Add a "Create item" action.
  • Add a "Send an email" action, specify email addresses of employee.
  • Add a "Delay" action, Count set to 7 and Unit set to Day.
  • Add a "Get item" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action.
  • Add a Condition, click "Edit in advanced mode", type the following formula:

 

@equals(body('Get_item')?['Complete'], true)

 

 

  • Within "If/no" branch of Condition, Add a "Send an email 2" action, specify email addresses of employee. Add a "Delay 2" action, Count set to 3 and Unit set to Day. Add a "Get item 2" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action. Add a "Condition 2" action, click "Edit in advanced mode", type the following formula:

 

@equals(body('Get_item_2')?['Complete'], true)

 

Within "If/no" branch of Condition 2, add a "Do Until" action, click "Edit in advanced mode", type the following formula:

@equals(body('Get_item_3')?['Complete'], true)

Within "Do Until" action, add a "Send an email 3" action, specify email addresses of employee. Add a "Delay" action, Count set to 1 and Unit set to Day. Then Add a "Get item 3" action, specify Site Address and List Name. Id field set to ID dynamic content of "Create item" action.

 

Note: The Complete is a Yes/No type column in my SharePoint list.

 

Image reference:14.JPG

 

15.JPG

 

16.JPG

 

 

The flow works successfully as below:17.JPG

 

 

 

Best regards,

Kris

 

Community Support Team _ Kris Dai
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
IanHudson
Level: Powered On

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

Hi tehre - Frist off thanks for the long reply - I can see you have put some serious timeinto this and it is appreciated, b/c you have found my solution....

 

yes the complete is a yes/no field

 

I would post my flow but you are doing EXACTLY what I did (so no need)  EXCEPT, the do until command.....I did not fully understand that function.....I thought it would stop at that spot and not move below until the complete = true......instead, I see it performs the actions below it until complete = true - and that is what I am looking for!!!!!!

 

thanks so much@

Thanks,
Ian Hudson
IanHudson
Level: Powered On

Re: Trying to make a simple flow that will email someone every few days to remind them to do somethi

I finally had some time to really dig into this and the thing I was missing was the "get item" part - I was not doing that......I'm not 100% sure what the difference is between it and just doing an If complete = true or false condition? I'll have to read into that command - "get item". because I can't full say I understand, but in any event, this works! thanks so much!!!!!

Thanks,
Ian Hudson

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