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Helper III
Helper III

Send email reminders when a Sharepoint item is not modified

Hi,

 

I want to create a flow when an approver hasn't updated an item in a sharepoint list. The Approver need to change the status value from "new" to "Approved". I want an email reminder to be sent to that approver if no action has been taken within 2 days.

Does anyone know how to do this? 

Any help is much appreciated 🙂 

1 ACCEPTED SOLUTION

Accepted Solutions
Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi again

 

So you are using an WDL expression to build an ODATA expression:

 

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

 

 Wow

I believe you can simplify your current WDL expression into:

 

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

 

 

If you wanna keep on this 'ODATA expression represented by means of WDL expression' strategy, and add Status validation, I would try with the following:

 

concat('Due ge ','''',outputs('Today_+_x_days'),'''',' and Due lt ','''', outputs('x_Days_+_1'),'''',' and Status eq ','''',<your target value here>,'''')

 

 

Please note you shall replace <your target value here> and use whatver value you are looking for, so assuming you wanna get items with 'new' value...

concat('Due ge ','''',outputs('Today_+_x_days'),'''',' and Due lt ','''', outputs('x_Days_+_1'),'''',' and Status eq ','''','new','''')

 

Finally, please also note you can type ODATA expressions directly in your 'Filter Query' input instead, I believe it is faster and easier to read.

Hope this makes sense



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View solution in original post

12 REPLIES 12
Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi!

Did you have a look to standard REminder flow documentation? Does it match with your requirements?

https://docs.microsoft.com/en-us/power-automate/create-sharepoint-reminder-flows

 

Once you set up the Reminder Flow, you can update it, so instead of adding your email address as destination, you can add somebody elses. So if the Sharepoint Item has a column with the Assigned to Email address, you can insert it instead

Hope this helps



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Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Thanks for the reply @efialttes 🙂

 

Unfortunately this doesn't meet my requirement. I need to send reminder AFTER a certain date (created date).

Looks like you provided solution send out a reminder a certain time prior to a date.

 

Any suggestions?

 

Thanks 🙂

Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi!


 

Unfortunately this doesn't meet my requirement. I need to send reminder AFTER a certain date (created date).

Looks like you provided solution send out a reminder a certain time prior to a date.

 


If this is the only requirement missing, you just need some minor modifications in the REminder flow

Good stuff here, explaining how to change recurrence, convert reminder before into reminder after and more

https://jonathanmweaver.wordpress.com/2019/01/27/set-a-reminder-email-before-or-after-due-date-using...

Hope this helps



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Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Thanks again, @efialttes 😊

 

After some trying I managed to set this up (sort of).

I realized that this only works "normal" lists and not issue tracker. 

 

However, I'm not sure where to input a condition where the rule only applies if the sharepoint record has status value of "Approved".

Any idea?

 

Regards,
Trond

 

Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi!

Please share a screenshot from your current flow design, so I can understand better the 'Condition' related challenge

 

'Issue tracker'? You mean 'Power Automate' contextual menu is not shown, right? If so, please read

https://powerusers.microsoft.com/t5/General-Power-Automate/Can-I-create-a-FLOW-from-an-Issue-tracker...

 

Hope this helps

 



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Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Hi @efialttes 

This is the option i get from normal list and Issue tracker:

List_Automate.jpg

This is the flow but, I'm missing a condition to set this to run only if the status of a record has value "Approved".

It might be something I need to change in the condition that is already there?

List_Automate2.jpg 

Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi!

Thanks for the feedback. Since you are interested on 'Set a reminder' standard flow and unfortunatelly it seems not to be available on 'Sharepoint tasks', my suggestion is to create it from a conventional Sharepoint list, then edit the flow from Power Automate console, and switch its trigger details from the conventional SP list to your 'Sharepoint tasks' list. Haven't tested myself, sorry.

 

But, you already did it right? If so, this article covers Reminder flow customization, you will find explained not only how to find the new flow on the Power Automate console, but also change conditions, etc.

https://www.sharepointsiren.com/2019/02/using-the-new-set-a-reminder-flow-for-sharepoint/

 

Sorry the screenshot you shared is so big I cannot see the details, the image is blurred 😞

Hope this helps



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...an ewok scapes from the stormtroopers.

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Proud to be a Flownaut!



Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Sorry about the screenshots, @efialttes 

 

My workaround with the task list was to make a flow that copies all the data from the task list to a standard list and create the flow there. I will try to change the flow to trigger from my original task list over the weekend. Great suggestion 🙂

 

My flow works fine by the way, only that it sends reminder for all items in the list and not only for the ones which have status "Approved". I'll work try to figure out if I can get a control that only triggers this flow for items with this Status Value (but not sure where to insert this control 🤔).

 

Thanks again @efialttes . Please reach out if you have any suggestion to tweek this issue 🙂

Much appreciated!

Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

@TroGun18 

FRom your last post, I guess if you expand 'Get items' and click on advanced options, you will probably find a Filter Query ODATA expression filtering a Date column

IF so, probably you can try to change current ODATA Expression to check also the Status column. Could you please share it?

IS this status column of type 'Choice' or 'single line of text'? Is its name 'Status'?

Hope this helps



Each time you click on any of our inspiring answers 'Thumb up' icon...
...an ewok scapes from the stormtroopers.

Be grateful, Thumbs up! Save the Galaxy for free!


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Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Hi @efialttes ,

 

It is filtered on a date and the formulae is: concat(concat('Due',' ge ', '''',outputs('Today_+_x_days')),'''',' and ', concat('Due',' lt ','''', outputs('x_Days_+_1'),''''))

 

The name of the column for status is "Status" and it's a choice field.

 

regards,

Trond

Highlighted
Dual Super User
Dual Super User

Re: Send email reminders when a Sharepoint item is not modified

Hi again

 

So you are using an WDL expression to build an ODATA expression:

 

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

 

 Wow

I believe you can simplify your current WDL expression into:

 

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

 

 

If you wanna keep on this 'ODATA expression represented by means of WDL expression' strategy, and add Status validation, I would try with the following:

 

concat('Due ge ','''',outputs('Today_+_x_days'),'''',' and Due lt ','''', outputs('x_Days_+_1'),'''',' and Status eq ','''',<your target value here>,'''')

 

 

Please note you shall replace <your target value here> and use whatver value you are looking for, so assuming you wanna get items with 'new' value...

concat('Due ge ','''',outputs('Today_+_x_days'),'''',' and Due lt ','''', outputs('x_Days_+_1'),'''',' and Status eq ','''','new','''')

 

Finally, please also note you can type ODATA expressions directly in your 'Filter Query' input instead, I believe it is faster and easier to read.

Hope this makes sense



Each time you click on any of our inspiring answers 'Thumb up' icon...
...an ewok scapes from the stormtroopers.

Be grateful, Thumbs up! Save the Galaxy for free!


Escribo sobre Power Automate en:
https://medium.com/anyone-can-automate/

Proud to be a Flownaut!



View solution in original post

Highlighted
Helper III
Helper III

Re: Send email reminders when a Sharepoint item is not modified

Thanks @efialttes 😊

 

I have made the changes suggested by you and it works PERFECTLY! 

 

Now I just need to figure out how to change the dates for other Status values. 

You see; after creation of a new row, the Approver has 2 days to action, then there are another person who need to do the change and change the status to "In Production".  Might work if I create a new flow based on "Modified Date" and filter on "Approved" (status change from Approver)?

 

Thanks again for your help! 🙂 

Regards,

Trond

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