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Anonymous
Not applicable

Due Date Notification in Microsoft Lists

We would like to use Microsoft Lists as our issue tracker. Would like to set a rule to send a notification to the assignee 1 day before due day at certain time everyday. There is a function in the Lists to send reminder e-mail to myself only like below steps.

 

1.png

2.png

3.png

 

This has set a flow in power automate.

 

4.png

 

 

Would like to seek your advise how to convert this flow to sending an e-mail to each assignee if they have items which will be due n days before due day and status is not closed. Is it feasible? Thanks!

2 ACCEPTED SOLUTIONS

Accepted Solutions
Mister_Shaik
Solution Sage
Solution Sage

Hi @Anonymous ,

 

The flow template is already taking care of getting items that are due by 1 day, so all we need to do is add a filter to get the items whose Status is not equal to Closed or Completed. You can add that filter in the get items action by clicking on 'Show advanced options'

 

1. get items.png
2. filter query.PNG

#exisitngExpression and Status ne 'Closed'
or
#exisitngExpression and Status ne 'Completed'

 

 

Hope this helps 🙂

 

Kind Regards,

Shaik Sha
________________________________________________________________________

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

View solution in original post

Mister_Shaik
Solution Sage
Solution Sage

Hi @Anonymous ,

 

You can add a send email action inside the "Apply to each" loop and send the details of issues that are due to the assignees.

  1. Go to apply to each action and add a new action "Send an Email  (V2)"
    3. new action.png
  2. Add the "Assigned To Email" to the To field, and subject along with body that you want.
    Also, you can remove the action "Send me a remainder email" action if you don't want to receive a copy.
    4. send email.png

 

By using the above action, you can send out emails to the assigned persons whose Issues are due in X days.

 

Kind Regards,

Shaik Sha
________________________________________________________________________

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

View solution in original post

8 REPLIES 8
Mister_Shaik
Solution Sage
Solution Sage

Hi @Anonymous ,

 

The flow template is already taking care of getting items that are due by 1 day, so all we need to do is add a filter to get the items whose Status is not equal to Closed or Completed. You can add that filter in the get items action by clicking on 'Show advanced options'

 

1. get items.png
2. filter query.PNG

#exisitngExpression and Status ne 'Closed'
or
#exisitngExpression and Status ne 'Completed'

 

 

Hope this helps 🙂

 

Kind Regards,

Shaik Sha
________________________________________________________________________

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

Anonymous
Not applicable

Hi @Mister_Shaik,

 

Thanks for your prompt reply! I've added the condition into the flow like below. 😉

 

updated the condition in advanced optionsupdated the condition in advanced options

 

But this flow sends e-mail reminder to me only. Can I alter it to send e-mail reminder to the assignee if they have item which will be due tmr? Thanks!

 

Regards,

Francesca

Mister_Shaik
Solution Sage
Solution Sage

Hi @Anonymous ,

 

You can add a send email action inside the "Apply to each" loop and send the details of issues that are due to the assignees.

  1. Go to apply to each action and add a new action "Send an Email  (V2)"
    3. new action.png
  2. Add the "Assigned To Email" to the To field, and subject along with body that you want.
    Also, you can remove the action "Send me a remainder email" action if you don't want to receive a copy.
    4. send email.png

 

By using the above action, you can send out emails to the assigned persons whose Issues are due in X days.

 

Kind Regards,

Shaik Sha
________________________________________________________________________

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

Anonymous
Not applicable

Hi @Mister_Shaik ,

 

Thanks for your help! It works now. The system will send notifications to assignee when their items will be due tmr. Thanks again! 😀

 

Regards,

Francesca

Hi I had a quick question,

 

What expression is listed for concat() to pull only those with status as closed?

Mister_Shaik
Solution Sage
Solution Sage

Hi @anonuser_55 ,

 

Just to recap, when you're inside a list that has a date field, it would give you an option to create a flow that will send an email when the date value is days from the current date.

Mister_Shaik_0-1666062726818.png

The contact function you're seeing is just a filter for getting the items that are X days away from current date.

Mister_Shaik_1-1666062773611.png

concat(concat('Date',' ge ', '''',outputs('Today_+_x_days')),'''',' and ', concat('Date',' lt ','''', outputs('x_Days_+_1'),''''))

 

Kind Regards,

Shaik Sha

anonuser_55
Frequent Visitor

Hi Shaik,

Thanks for explaining! I appreciate it. I seem to have a problem with my flow where it will run successfully but sends my assignees 3 duplicates of the same email.

loop.pngtime.pngCan you assist? 

 

Hi Shaik Sha,

May i know where and how i can add the filter you mentioned in your answer? Sorry for this simple question but I'm quite new to power automate... Thank you!

2. filter query.PNG

 

dxy_puffpuff_1-1697016132683.png

 

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