cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Using Power Automate with Sharepoint for email reminder

Hi guys,

 

Can I please get some help for this problem that I am trying to solve using Power Automate? 

 

Description/Scenario:

I would like to send email reminders to the students who did not submit their assignments at the end of every week. Whenever they complete their assignment, their names would show up in a Sharepoint list. In the same Sharepoint site, I have a number of students names and ID in an excel file to make comparison with the Sharepoint list. So whoever name is not on the SharePoint list, I want to send them an email reminder and I want to do this for every end of the week please. 

 

thanks

1 ACCEPTED SOLUTION

Accepted Solutions
PrasadAthalye
Community Champion
Community Champion

You can design flow something like below. Change Trigger to Schedule flow instead of manual...

  • Create a table within excel by supplying range.
  • Add List Rows and point to excel.
  • Now loop through each row from excel and filter GetItems from SharePoint by matching SharePoint column name with excel.
  • Add SharePoint Column name to Array variable. If GetItems does not return anything, you dont have a match. Add Email address of the person from excel to array.
  • Finally  use send email action by looping through this array. You can alternatively not create array variable and directly add send email action instead in the loop.

PrasadAthalye_1-1623373936047.png

 

 

 

PrasadAthalye_0-1623373608424.png

 

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community

View solution in original post

8 REPLIES 8
PrasadAthalye
Community Champion
Community Champion

You can design flow something like below. Change Trigger to Schedule flow instead of manual...

  • Create a table within excel by supplying range.
  • Add List Rows and point to excel.
  • Now loop through each row from excel and filter GetItems from SharePoint by matching SharePoint column name with excel.
  • Add SharePoint Column name to Array variable. If GetItems does not return anything, you dont have a match. Add Email address of the person from excel to array.
  • Finally  use send email action by looping through this array. You can alternatively not create array variable and directly add send email action instead in the loop.

PrasadAthalye_1-1623373936047.png

 

 

 

PrasadAthalye_0-1623373608424.png

 

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community
Campbell22
Helper I
Helper I

Hey @Anonymous,

 

Exactly as @PrasadAthalye said you need to follow his flow design. 

 

The first step you will need to complete if you haven't already is turn your excel spreadsheet into a table, this will allow flow to read the information inside of that table. To do this just highlight your chosen area in excel and go to the insert tab and insert a table. 

Campbell22_0-1623375814914.png

 

On the flow use a reoccurrence trigger and set it to trigger 1 weekly and in advance options you can define a day and time for the flow to trigger.

Additionally, add the List rows present in a table action, and put flow to your files location within SharePoint.

 

Campbell22_2-1623376002803.png

 

Get the SharePoint list where the students uploaded their assignments to and filter to see which students have uploaded their assignment and which ones have not. The filter query should look something similar to this; Title eq 'Student Names'. Where title is the column name in your SharePoint list and Student Names is your column name in your excel spreadsheet. Student names should be dynamic content from the excel action.

 

Using a condition we can filter to see if the student has uploaded their file to SharePoint or not. If the value returned from Get Items is greater than 0 it means there is an item assigned to that student and therefore no action is required. If the value is 0 then no item is assigned so send an email to that student to remind them to upload there assignment. The formula is; 

length(outputs('Get_items')?['body/value'])

Campbell22_3-1623376785437.png

Campbell22_4-1623377275585.png

 

 

The Send an Email actions, email is from excel and any content from excel can be added to the email.

 

Cheers 

Campbell

 

 

_____________________________________________________________________________________________________________________
If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

 

Anonymous
Not applicable

Thank you @Campbell22 and @PrasadAthalye 

both of the flows are looking promising. I will try both and let you know.

 

Thank you

Anonymous
Not applicable

Thank you to @PrasadAthalye and @Campbell22. Both of the solutions are correct but I can only select one. Really appreciated for both of the solution.

Anonymous
Not applicable

Hi @PrasadAthalye 

Could you please share the flow screenshots for each step because I am messing at some point. It does not make comparison. Also how can we add another filter to SharePoint item to only pick approved value from student's status column so now we are looking if the names matching plus if the status is approved. 

 

I really appreciated! Thanks 

In the GetItems Filter you can add a filter condition.. Something like below. Ensure to use correct status column name and Approved value. Also which comparison is not working?

 

status eq 'Approved' 

Please Like and Mark this as Answer if it resolves your Issue.

Power Automate Community
Anonymous
Not applicable

Hi @PrasadAthalye ,

let me tell you each step i followed then maybe you can help for the steps

1.in the first step I listed rows present in a table - here I took everything from the table including student names and emails --No filter yet!!

2.Initialise variable I add value studentName and choose array then named it as StudentName

3.Get Items from SharePoint choose the list name and add filter as Title eq'studentName'

4.Added condition as if length greater than 0 if yes do nothing if no send an email

 

 

Right now the flow does nothing with the SharePoint list. It sent everyone email regardless. I would like to send an email with two condition first who did not have their name in the SharePoint list (compared to the excel file which contains all my student's name and emails in table format) and secondly their AssignmentStatus is 'Submit for Approval' or 'Rejected'. therefore, they will know they have not submit their assignment at all or they did not approve the assignment submission by friday afternoon every week. 

 

 

I am not quite sure what you have add in your filters for each step of the flow including list rows, initialise variable, get items in SharePoint, or condition. Can you please compare my path with your and potentially tell me where was wrong?

 

 

Thank you!!!

Anonymous
Not applicable

Hi @Campbell22,

 

I tried this flow. It seems like it's working but it sends email to everyone in the excel file although they have their name appeared in the SharePoint list. Could you please help me with that? I have changed the name in excel StudentsName just like the SharePoint list. I have added filters for both Excel and SharePoint but In excel it does not pick up the table column as dynamic. Also I would like to add a condition to the SharePoint list to email students if their status in the list is not ‘Approved’.

 

Thank you in advance and much appreciated for all the help.

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

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: Unlocking Community Achievements and Earning Badges

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 TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

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 Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Tuesday Tips: Community Ranks and YOU

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: Community Ranks--Moving from "Member" to "Community Champion"   Have you ever wondered how your fellow community members ascend the ranks within our community? What sets apart an Advocate from a Helper, or a Solution Sage from a Community Champion? In today’s #TuesdayTip, we’re unveiling the secrets and sharing tips to help YOU elevate your ranking—and why it matters to our vibrant communities. Community ranks serve as a window into a member’s role and activity. They celebrate your accomplishments and reveal whether someone has been actively contributing and assisting others. For instance, a Super User is someone who has been exceptionally helpful and engaged. Some ranks even come with special permissions, especially those related to community management. As you actively participate—whether by creating new topics, providing solutions, or earning kudos—your rank can climb. Each time you achieve a new rank, you’ll receive an email notification. Look out for the icon and rank name displayed next to your username—it’s a badge of honor! Fun fact: Your Community Engagement Team keeps an eye on these ranks, recognizing the most passionate and active community members. So shine brightly with valuable content, and you might just earn well-deserved recognition! Where can you see someone’s rank? When viewing a post, you’ll find a member’s rank to the left of their name.Click on a username to explore their profile, where their rank is prominently displayed. What about the ranks themselves? New members start as New Members, progressing to Regular Visitors, and then Frequent Visitors.Beyond that, we have a categorized system: Kudo Ranks: Earned through kudos (teal icons).Post Ranks: Based on your posts (purple icons).Solution Ranks: Reflecting your solutions (green icons).Combo Ranks: These orange icons combine kudos, solutions, and posts. The top ranks have unique names, making your journey even more exciting! So dive in, collect those kudos, share solutions, and let’s see how high you can rank!  🌟 🚀   Check out the Using the Community boards in each of the communities for more helpful information!  Power Apps, Power Automate, Copilot Studio & Power Pages

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

Users online (4,940)