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TomAdapta
Regular Visitor

Send email when new record not created

Hi, 

 

We have a file note record that we save against an entity. I have been asked to send an email when the last note was over 2 months old asking the user to review an update. Does anyone have any suggestions on how I do this. 

 

I cannot use last updated as it would be a new note and the old note wouldn't change. 

1 ACCEPTED SOLUTION

Accepted Solutions
ChrisPiasecki
Most Valuable Professional
Most Valuable Professional

Hi @TomAdapta,

 

What you can do is create a scheduled Power Automate flow (e.g. Daily) to retrieve all of your records where any of its child records was not created in the last 2 months.

 

In the example below, I am retrieving all Accounts where there has been no notes created in the past 2 months. It also takes into consideration where there are no notes at all, so it will also return those records with no notes too.

 

ChrisPiasecki_0-1618954501177.png

 

Steps followed:

  1. Create a trigger (I used a button for example, but you would use a recurring schedule trigger)
  2. Initialize a variable that indicates the cutoff date. You can use the expression addToTime to subtract 2 months from the current time (e.g. 4/20/2021 - 2 months = 2/20/2021).
  3. Add a Dataverse List Rows action to retrieve Accounts. In the Filter Rows, you need to specify an OData filter  to get related records using the any or all operator
    • You need to specify the one-to-many relationship name between your 2 tables (you can find this in maker.powerapps.com > Data > Tables > "table name" > Relationships > "Relationship name"), then using the all operator indicating that all Notes must be created on the date that is less than or equal (le) than the date variable that was initialized (2 months ago).
    • If you also want to include records where there is no child Notes at all, you can specify "not <relationship name>/any()" (in my example "not Account_Annotation/any()") 
  4. Add an Apply To Each and do whatever with each record returned from the List Records action (e.g. send an email).

 

---
Please click Accept as Solution if my post answered your question. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up.

 

---
Please click Accept as Solution if my post answered your question. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up.
Chris

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3 REPLIES 3
ChrisPiasecki
Most Valuable Professional
Most Valuable Professional

Hi @TomAdapta,

 

What you can do is create a scheduled Power Automate flow (e.g. Daily) to retrieve all of your records where any of its child records was not created in the last 2 months.

 

In the example below, I am retrieving all Accounts where there has been no notes created in the past 2 months. It also takes into consideration where there are no notes at all, so it will also return those records with no notes too.

 

ChrisPiasecki_0-1618954501177.png

 

Steps followed:

  1. Create a trigger (I used a button for example, but you would use a recurring schedule trigger)
  2. Initialize a variable that indicates the cutoff date. You can use the expression addToTime to subtract 2 months from the current time (e.g. 4/20/2021 - 2 months = 2/20/2021).
  3. Add a Dataverse List Rows action to retrieve Accounts. In the Filter Rows, you need to specify an OData filter  to get related records using the any or all operator
    • You need to specify the one-to-many relationship name between your 2 tables (you can find this in maker.powerapps.com > Data > Tables > "table name" > Relationships > "Relationship name"), then using the all operator indicating that all Notes must be created on the date that is less than or equal (le) than the date variable that was initialized (2 months ago).
    • If you also want to include records where there is no child Notes at all, you can specify "not <relationship name>/any()" (in my example "not Account_Annotation/any()") 
  4. Add an Apply To Each and do whatever with each record returned from the List Records action (e.g. send an email).

 

---
Please click Accept as Solution if my post answered your question. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up.

 

---
Please click Accept as Solution if my post answered your question. This will help others find solutions to similar questions. If you like my post and/or find it helpful, please consider giving it a Thumbs Up.
Chris
dpoggemann
Most Valuable Professional
Most Valuable Professional

hi @TomAdapta,

 

I would follow the same approach as @ChrisPiasecki here, which is great!.  Other things I would do to really help build this for stability and scalability going forward is you may want to add fields to the User table in Dataverse (or a related table 1:N from User table) for configurations like this.  It would allow you to build a flexible configuration where users can control the types of notifications they receive and when they receive.  Example, you could have a field that is a "Yes / No" to receive notifications on the file notes and then another field on how often.  This could be extended to many other types of notifications in the system.  It would provide the power in the user's hand to control their notification strategy and the automation around this that can be different per user.

 

Hope this provides some value.  Please like if it does because @ChrisPiasecki provided the real answer 😃


Thanks,


Drew 

Hope this helps. Please accept if answers your question or Like if helps in any way.
Thanks,
Drew

Fantastic thank you, this is exactly what I need!

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