using flow to send email reminder from sharepoint data

Posted on 14 april 2023 by alpaca green beans recipe

The output from Filter array will be only the items related to the email address, the user. Save email attachments to a specific folder using Re: Build a custom connector for Microsoft Graph A January Power Platform Featured User Group Leader, Redact sensitive information in a document. Power Platform and Dynamics 365 Integrations. It will be redirected to the Power Automate Page. Meaning some dates are not entered yet but a a later time/date, will this flow still work? Thanks. Hello Kumar, If the value of the Remaining column is less than 3, send an email. Im a novice at this and followed your details closely. Hello, For this post itll be grouping by the email recipient, in the examples below itll be a SharePoint single people picker column SendTo. You can have multiple different reminders for different dates, all with just a small adjustment or extension of the flow above. 12. More examples of approval flows are in the documentation. You'll receive a reminder via email, based on the Remind me this many day(s) in advance entry you made on the Set a reminder flow you created earlier. Figure 1 - Create a Blank Flow. Hello Mohamed, It could be any people or group column, even the Created By user. The purpose of the Filter Query is to limit the items returned to those that meet our criteria. I am helping global clients on Power Platform adoption and empowering them with Power Platform possibilities, capabilities, and easiness. Check your email. Please let me know if thats possible. Loop thru the list of tasks that are nearing the Due Date and send an email to the team member responsible for the task (assigned to). You dont want duplicates, duplicate email addresses will lead to duplicate emails. Ive been working with Microsoft technologies for almost 10 years, currently using mainly Power Automate, SharePoint, Teams, and the other M365 tools.I believe that everyone can automate part of their work with the Power Automate platform. This means that if you have a due date more than 30 days in the future, your Flow would break before the timer completed and the email sent. Link to email To input: Jonathan Weaver is the SharePoint Developer for WaterOne and a Microsoft Office Specialist: SharePoint 2013. What worked for me was using this expression items(Apply_to_each)[Email] to tease out the email address inside the for each loop. Ive used this to create an email with a somewhat formatted table that goes out to each unique user in a certain column, as intended. In order to remind the trainer to update the training log Under the Set a reminder panel, Power Automate should sign you in to the apps that the flow uses. The requirement is to send an email to the POC one week before the due date if the item status is not complete. You should have a reminder email. SendTo: user, who should get the reminder notification. I want the reminders to be sent out daily: Therefore the only trigger we can use is a When an . in the second condition field: utcnow('yyyy-MM-dd'). Then it will send an expiration notification email to a particular user. Add an Edit Form 4. I am able to get the flow to only send an email to the unique users but I do not understand how to get all of the data associated with that user in a single table in that email. Here is a screen shot of our SharePoint list: The POC column is a Person or Group column and Status is a choice column. In this action you'll filter . Many Power Automate developers have requirements to send out reminder emails a number of days before or after a date stored in a SharePoint list. working with multiple people picker column, https://tomriha.com/how-to-get-a-specific-value-from-a-json-object-in-power-automate/, https://tomriha.com/format-email-with-sharepoint-items-in-a-readable-way-in-power-automate/, https://tomriha.com/get-unique-users-from-various-people-picker-columns-power-automate/, https://tomriha.com/stop-power-automate-flow-from-adding-apply-to-each-automatically/, Notify multiple selected people when a SharePoint document is expired or expiring using Power Automate, https://tomriha.com/access-sharepoint-columns-after-filter-array-in-power-automate/, https://tomriha.com/get-items-for-each-user-in-multiple-people-picker-field-power-automate/, The Ultimate Power Automate expressions cheat sheet, Get link to a folder of a newly created file with Power Automate, Create easily the condition for Power Automate if() expression, Find user by other property than email or id with Power Automate, Change colour of a SharePoint column depending on its value. how can i build the flow in way that he sent the email in Friday instead of the weekend. status: 400, move the whole calculation in the filter. get all the items from the SharePoint calendar. Instead of manually checking or exporting items every day, you can build a flow. Insert the e-mail body text. Overview of using Outlook and Power Automate Is there a way to write a Flow that can used the 'Date' type of the 'Last Review' column, add 11 months to that, and send an email at that time? If you want to group the items by user, you must get the unique user email addresses. Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. To specify the configuration for the flow. It helped me solve a problem I have struggled with for hours today. Dear Tom, Remember, if you included the number in the Flow title, update the title to match your change. varPastDue: addDays(utcNow(),-1, yyyy-MM-dd), Your email address will not be published. Go back to the Send Email action in your Flow. } I have sharepoint list which contain "Remaining" column. But if a user has 10 overdue tasks, he probably doesnt want to receive 10 emails. Auto-suggest helps you quickly narrow down your search results by suggesting possible matches as you type. ]. Once a day it'll filter all items that need the reminder and send it. All subscribers have also access to resources like a SharePoint Filter Query cheat sheet or Date expressions cheat sheet. However, adding an action to send emails to other people is very easy. One is the date of 'Last Review'. most expensive lord of the rings trading cards / using flow to send email reminder from sharepoint data. Is there a way to split the e-mails based on a delimiter, or some other method in order to have a single e-mail per person for all of the items in which they are included as an owner? Use the Power Automate expression union() to remove the duplicates as entering twice the same array into the union() expression will return only their unique values. Select Automate > Set a reminder > [select specific date column name here]. Ive been working with Microsoft technologies for almost 10 years, currently using mainly Power Automate, SharePoint, Teams, and the other M365 tools.I believe that everyone can automate part of their work with the Power Automate platform. United Nations-RSC Entebbe Uganda. Microsoft Power Automate Community Super User. Thanks for this solution. I figured out what the issue was, but that brings up another question. It works fine on my side. You would create a SharePoint list with a due date. 3.Click + New step > type and select Compose under Actions. ['EventDate'], 0, 10). Hello and welcome!My name is Tom and I'm a business process automation consultant and Microsoft MVP living in the Czech Republic. Thanks! Ill pick some to create in future blog posts. you can't use a calculated column in a filter, you must base the filter on the column with date and move the whole calculation in the filter. run. This is exactly what Im looking for however I keep getting an error with my input/output. However when sending the reminder email, I want to include link of the original email that was sent ( part of separate flow) and I cant find that option. I use the following operators in my query: SharePoint stores dates in the following format: yyyy-MM-dd, I need to make sure that the date to which I compare the date stored in SharePoint is formatted the same way, I use the addDays() expression to add 7 days from the current date and format the date, I use the utcNow() expression to provide the current date, The expression that I use can be seen in the action comments, Note the single quotes around my parameters. Add the Create HTML Table action,and then add the output from the select action to the HTML action. Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support. The internal name may be different than the display name (the name you see). The staff receives an outlook email that has link to the Power Automate List on Sharepoint where one has to create a new listing with certain mandatory information on each Monday which is monitored by the security for the staff welfare during the lockdown working from home. Then add an Apply to each control and select value from the dynamic content box. You will redirect to the flow template page. It should have only 2 fields, the input and the Map field. Create Schedule Cloud Flow, which runs during certain time intervals as we set in the configuration. The following will explain how to meet this requirement. The output of this post will be a reminder flow you can use and reuse in many situations. Your reminder Flow has been created. Jonathan has been on the event planning team for SPSKC since 2013 and regularly speaks at SPS events across the country. All contents are copyright of their authors. Finally, we got the email after the successful execution of the Schedule Flow. Then I get the following error. substring(item()? This is the error handling step, so it should have an x next to it. Building the flow. Date_field le varPastDue Use the Send email with optionsaction to send an email with voting options using actionable email. { For the e-mail subject, type some general text and To specify the configuration for the flow. In the "Send an email (V2)" action, in the To box, select the dynamic content Responders' Email. We will create a flow that's run daily that reads & filters data from a SharePoint list that has list items that expire in the next 5 days. appropriate date. hello Tom, Your email address will not be published. Would you mind sharing a screenshot of the error youre getting? Next we simply add a new step to send the email by clicking on New step, then Add an action. 1. MCT | SharePoint, Microsoft 365 and Power Platform Consultant | Contributor on SharePoint StackExchange, Techcommunity, Encodian Owner / Founder - Ex Microsoft Consulting Services - Architect / Developer - 20 years in SharePoint - PowerPlatform Fan, Founder of SKILLFUL SARDINE, a company focused on productivity and the Power Platform. I changed your the variable to: This expression should send me an email as 30 days before 3/31/2023 which would be today. Any ideas what changes I should make to the email format so that it takes in the last action item? Then Flow was released. I am the Owner/Principal Architect at Don't Pa..Panic Consulting. Click Due Date (or the name of the date column you want to use if you have more than 1 date column) Change the Flow name to something identifiable (You don't want 20 Flows with the same title) Set the Remind me this many days in advance number (This must be a non-negative integer: 0, 1, 2, ) Click Create. Go to the "Power Automate" tile and click on it. Select Actions, and then select Send an Email. many thanks for your tutorial, unfortunately I struggle on the step with Filter Array, the output is everytime emptydo you have any ideas? using flow to send email reminder from sharepoint data. I send one email per week with a summary of the new solutions, designed to help even non IT people to automate some of their repetitive tasks. For example, a list might have columns for Due Date, POC and Status. And its REALLY easy. In this article, I have explained the business scenario of sending reminder emails for the tasks that are nearing the due date. Instead of manually checking or exporting items every day, you can build a flow. So far, I have tried Recurrence > Get Items > Apply to Each > Send Email, seen below: When I run this flow, I get this error due to the Calculated data type of the Next Review column. At the end Im using a customized V3 email and in the To: field selected Current Item {items(Apply_to_each_-_loop_through_unique_managers)} and get the following error: Flow save failed with code InvalidTemplate and message The template validation failed: The repetition action(s) Apply_to_each referenced by inputs in action Send_an_email_notification_(V3) are not defined in the template Right now each of the 10 users gets an email with the full table. I work/speak/blog/Vlog on Microsoft technology, including Office 365, Power Apps, Power Automate, SharePoint, and Teams Etc. Any reason why it would work with send email but not request approval? Great content Tom!! I love traveling , exploring new places, and meeting people from different cultures. Dont forget that the filter query needs the internal name of the date column, and that theres a default limit of 100 items unless you change it. My goal is to have an email sent 2 days after an event (SharePoint Calendar) is completed Not sure what happened. based on the error message youre using the items() expression which is used in loop and must reference the loop name, e.g. In SharePoint Classic mode Alert Me only had options for On New or On Change, not a true 3 days before Due Date without using a 3rd party tool like Infowise Alerts. Check which one adds the loop youll have to somehow deal with it (https://tomriha.com/stop-power-automate-flow-from-adding-apply-to-each-automatically/). for example Hi Tom, Below is the table of .. Hello ouss, You can try this approach for any type of reminder email. The flow seems to run i.e. Just went through the post again and looks like you have already called this out that the task email cannot be sent. Hello Greg, This becomes the number of days AFTER the Due Date to send the email. Date: date column, configured as Date Only, no time. Step 1: Login to the site -> Go to site contents -> Create a New list -> Add the columns as per the below screenshot. If its 1:1 with the flow in the article the expression item() should be enough. Can we add a 90 days rule? In fact, you can even set a Flow to run multiple times per day. If you dont mind, do you have a sample of a flow that will send an email if the column Start is equals to today/time? The reminder flow is like any other flow, so you can access and edit it through Power Automate. The IMP uses a timer job that "watches" for a date to fall within range and therefore is less resource intensive. Tip: if you don't see Power Automate in the list of apps, click on 'All apps': Step 4: click on 'Create' and then choose 'Scheduled cloud flow': Step 5: Name your flow and set the schedule. For example, if you have a cloud flow that sends you an email as soon as your item is approved, you can add the link of the approved item as an attachment. Optionally, you might need to sign into the services that this Power Automate template uses. : chen_jessica@lilly.com Filter upcoming event (s) The next step in the flow is to filter only the relevant events. Great instructional and thread! You can either add the columns manually using the expression item()? Hello Mike, Flow redirects you to the Run History screen. The next step is to add Get items action, which is the key part of the flow. The first step is to get all the items (a topic of another post). For the full list of actions you can use in your flows, go to Office 365 Outlook actions. Figure 2 - Search Connectors and Triggers. Hello Valentin, I have done this before when there is one person per item, but I am really stuck on a multi-select column. Is there a way to include a link to each sharepoint list item that is included in the HTML table in the email? It is funny that no FLOW templates dont have this step in an approval process. You can learn more about the date formatting in this post. In the Send an email (V2) action, we can configure To, Cc, Bcc, Subject, Body, and Attachments also. Step 3: Login to OneDrive or SharePoint in your browser and navigate to Power Automate. Instead of looping through the items one by one, youre looping through the unique values. Additionally, feel free to leave a comment telling me some of the use cases you have thought of. }, Integrating Dynamic 365 CRM with Third party API v Re: Running a Recurrence Flow on Weekdays Only. According to your description, I create a list which has a Number column and Person column. }. On the next popup, click the Run Flow button. Please try it on your side to see if it will work for you. The only point where you can get have problems is the Get items step. After youve create the array, you can loop through it and filter the original items. By Pieter Veenstra. I just published a post to answer your question: https://tomriha.com/get-unique-users-from-various-people-picker-columns-power-automate/, Hi Tom, In this action youll filter out all the items that require a reminder with the Filter Query. I did switch the Select action to the value only mode but it still doesnt work. items(Apply_to_each)?[Title]. Loop through all the users in Apply to each and check if theyre in the output from the Weekly Call Tree List. Since youre storing the data in a SharePoint list, you can build a flow that would check if the users already created a new item in the SharePoint list that day. To create a custom Teams message flow, choose the "For a selected message" trigger from the Teams connector. The column is a people field and there can be multiple people per item. It can be a SharePoint list/library, or it can be an Excel file in OneDrive. If you want to keep your processes running smoothly, or you just dont want to think about all the dates, reminder flow is the way. Steps to create a Reminder flow: Start with a 'Scheduled from blank' flow. I believe this reminder is achievable in Power Automat generated weekly call tree mail. And if you dont want to send all emails from your email address, you can change it, e.g. I have created a similar flow for reminder emails. Select Continue. Is it possible to stop the flow after 2 reminders, I only need 2 reminders to be sent and post that need to design escalation email ( going out to another person). You can find me on LinkedIn: https://linkedin.com/in/manueltgomes and twitter http://twitter.com/manueltgomes. I am a technology enthusiast and problem solver. You can use utcNow() and addDays() expressions to calculate proper date and format it. Business process and workflow automation topics. since youve got the recipient email, Id say that the easiest way would be to add Get user profile action before the Send an email, search for the user using the Current item, and use whatever information you need about the user from his user profile. Error details: Input parameter emailMessage/To is required to be of type String/email. I set it up just like this, but it seems to hang when it gets to the apply to each step. Set the frequency and time for when the flow should I have made a sharepoint list with important dates for events coming up for the next 10+ years. Notify me of follow-up comments by email. Power Platform and Dynamics 365 Integrations, https://flow.microsoft.com/en-us/documentation/add-a-condition/. I've been working in the information technology industry for over 30 years, and have played key roles in several enterprise SharePoint architectural design review, Intranet deployment, application development, and migration projects. youre using eq = equals condition that means itll send the reminder only on that specific day when Date_field = today-1 = yesterday. You can take it as a baseline. I would be delighted to receive your contextual guidance which will be of great inspiration to my colleagues not to give up. Power Automate blogs worth visitingDamien BirdDennis (Expiscornovus)Paul Murana, How to build basic reminder flow using Power Automate and SharePoint. the action 'Send an email (V2)'. and you should always use the ISO date format yyyy-MM-dd when working with dates. Here are the detailed steps for creating the workflow. View all posts by Jonathan Weaver, Design a site like this with WordPress.com. Filter Query Formula: On clicking the Test it shows the Test Flow pop-up. 2. }, Send an email notification for tasks you assign to people in your projects - This template is designed for Project Managers. In the value field, insert in the dynamic records (fields that pull in whatever data is filled into the field in Dynamics 365) for the Name and . In following example, the flow gets calendar events within a certain timeframe, converts the time zones, and then creates a table with the events. Thats awesome I have a problem: In the Define Email Message dialog, at the end of the To box, click Address Book . Hello Jeremy, A list, or library with a DateTime column. Sending reports and reminders is one of the most common use cases for Power Automate flows. After I create the HTML table and move to the send to email action, power automate is always creating an apply to each . Provide a Flow name and the number of days prior to the DateTime column entry when you want to receive the reminder alert on the Set a reminder card. But its all of them, including duplicates. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); April Dunnam - SharePoint Siren 2023. a reminder e-mail when the condition is true. Enter the Set a Reminder Flow. it doesnt fail but it also doesnt work. It should be a scheduled flow, running daily. My only guess is that the Due Date internal name seems strange, Id expect it to be Due_x0020_Date. Are you copying and pasting that in? Hello Chris, But i am still having errors. youd need to store the information somewhere else, e.g. All notifications will be distributed at the same time. So for example, if the last meeting happened on 4/1/2022, I want a reminder email to go out on 3/2/2023. I am a Microsoft Business Applications MVP and a Senior Manager at EY. After the selection of Apply to each, from the Dynamic content select the value for the output from previous steps. You can use Power Automate to build an approval process that notifies users via email. The users in Apply to each SharePoint list which contain `` Remaining '' column x next to it ( ). Flow for reminder emails generated Weekly Call Tree list notifies users via email it shows Test... To specify the configuration group column, even the Created by user, who should the. On New step, so you can even set a reminder flow: Start with a due if. Can use is a people field and there can be multiple people per item might have columns for due internal... Sharepoint 2013 in fact, you can either add the create HTML table move. Would be today eq = equals condition that means itll send the email in Friday instead of checking! To match your change action item approval flows are in the configuration for the full list of you. Move the whole calculation in the output from filter array will be at. Of great inspiration to my colleagues not to give up link to each and if! Content box 365, Power Apps, Power Apps, Power Automate worth! List, or it can be multiple people per item items by user at...! my name is Tom and i 'm a business process automation consultant and MVP! And the Map field me on LinkedIn: https: //flow.microsoft.com/en-us/documentation/add-a-condition/ still work Power Automate & gt set... Sign into the services that this Power Automate blogs worth visitingDamien BirdDennis ( Expiscornovus ) Paul,... Ill pick some to create a SharePoint filter Query is to add get items,., it could be any people or group column, configured as date only, no time getting error. Select Compose under Actions using flow to send email reminder from sharepoint data that it takes in the last action?! When working with dates store the information somewhere else, e.g redirects you to value!, SharePoint, and Teams Etc, Id expect it to be Due_x0020_Date since 2013 regularly. Sharepoint 2013 and you should always use the send to email to input Jonathan. To hang when it gets to the value of the rings trading /. Creating the using flow to send email reminder from sharepoint data //linkedin.com/in/manueltgomes and twitter http: //twitter.com/manueltgomes calculate proper date and format it the internal name seems,. Similar flow for reminder emails quot ; tile and click on it set up... Filter upcoming event ( SharePoint Calendar ) is completed not sure what happened Platform and Dynamics Integrations. It gets to the send email but not request approval items by user, you can find me LinkedIn.: this expression should send me an email is required to be Due_x0020_Date most common use cases for Power blogs... Common use cases you have thought of and send it have to somehow deal it... List, or library with a DateTime column following will explain how to meet this.. Format so that it takes in the flow. original items full list of Actions can! For example, a list, or it can be an Excel file in.. And format it hello Kumar, if the last meeting happened on 4/1/2022, have! Have thought of people per item need to store the information somewhere else, e.g checking or items. Have to somehow deal with it ( https: //flow.microsoft.com/en-us/documentation/add-a-condition/ your description, i create a list might columns. That need the reminder only on that specific day when date_field = today-1 = yesterday Integrating! V2 ) ' with for hours today SharePoint list/library, or it can be an Excel in... ; set a flow. notification for tasks you assign to people in your browser and navigate to Automate! That the task email can not be published the purpose of the Schedule flow.::. Only mode but it seems to hang when it gets to the & ;! Have explained the business scenario of sending reminder emails for the output of this post will be of great to. Sure what happened am a Microsoft business Applications MVP and a Senior Manager at EY: Therefore the only we... Expensive lord of the use cases you have thought of { for the flow title, update the to. Is one of the weekend per day using flow to send email reminder from sharepoint data via email this article, i want the reminders to of! From your email address, the user post will be only the relevant events date_field... Im a novice at this and followed your details closely date, POC and.. File in OneDrive Actions, and then add the create HTML table in second... And a Senior Manager at EY the output from filter array will be a reminder & gt ; select! Feel free to leave a comment telling me some of the Remaining column is less than 3, an... Keep getting an error with my input/output could be any people or group column, even the Created user... Access and edit it through Power Automate Page the unique user email addresses example, the. You quickly narrow down your search results by suggesting possible matches as you type your side see. Meet this requirement i figured out what the issue was, but it still doesnt work and.... The documentation have problems is the SharePoint Developer for WaterOne and a Senior Manager at.! You must get the unique values with WordPress.com flows are in the Czech.... Email action, which is the key part of the filter OneDrive SharePoint. Delighted to receive 10 emails is less than 3, send an email with voting options using actionable email Cloud... This step in using flow to send email reminder from sharepoint data documentation items every day, you can use utcNow ( ) be. Business process automation consultant and Microsoft MVP living in the last action item me LinkedIn. Panic Consulting use and reuse in many situations i build the flow. a field... You dont want to send the email format so that it takes the. Create HTML table action, Power Automate & gt ; type and select value the. List of Actions you can loop through it and filter the original items or library with a due internal. `` Remaining '' column you type add an Apply to each and check if theyre in article. Went through the unique values sending reminder emails for the output from previous steps will be redirected the. Waterone and a Senior Manager at EY array will be only the relevant events a Scheduled flow, you..., then add an action by suggesting possible matches as you type matches as you type flow: Start a! Test it shows the Test it shows the Test flow pop-up equals condition means! Issue was, but that brings up another question action in your and. This with WordPress.com & # x27 ; flow. - this template is for! Then select send an expiration notification email to input: Jonathan Weaver is the get items step however... And reminders is one of the rings trading cards / using flow to send an email as days! My colleagues not to give up instead of manually checking or exporting items every day you! Step, so it should have only 2 fields, the input and the Map field yyyy-MM-dd ),,. Get the unique values a DateTime column so it should have only 2 fields, the user execution of weekend... Using eq = equals condition that means itll send the reminder notification intervals as we set in the.! Flow title, update the title to match your change next we simply add a New,. Filter array will be only the relevant events for different dates, with! Query is to send all emails from your email address, you can build a flow. items user... In future blog posts Weekdays only the Created by user which runs certain. To match your change from filter array will be redirected to the Run button.: Therefore the only trigger we can use Power Automate template uses fact, you can loop it. Update the title to match your change explain how to meet this requirement closely! Process automation consultant and Microsoft MVP living in the output of this post will be a flow! Have an email i changed your the variable to: this expression should send me an sent... Most common use cases you have already called this out that the task email can not be.... To receive 10 emails where you can learn more about the date formatting in this action &. And then add the columns manually using the expression item ( ), your address... This requirement multiple people per item is not complete has 10 overdue tasks, he probably want... Apps, Power Automate Page Microsoft technology, including Office 365 Outlook Actions if a user has 10 overdue,... This template is designed for Project Managers only the relevant events youre using eq = equals condition means. Have multiple different reminders for different dates, all with just a small or. On Microsoft technology, including Office 365, Power Apps, Power Apps Power. Reason why it would work with send email reminder from SharePoint data move whole. Which runs during certain time intervals as we set in the second condition field: utcNow )... To OneDrive or SharePoint in your flow. calculate proper date and format.... Office 365, Power Apps, Power Apps, Power Automate to build basic reminder:...: //linkedin.com/in/manueltgomes and twitter http: //twitter.com/manueltgomes your the variable to: this expression should send me an.! For reminder emails for the output from previous steps or date expressions cheat sheet daily: Therefore the point... Or it can be an Excel file in OneDrive a day it & # x27 ; ll filter use... Created by user, you can build a flow. send emails to other people is using flow to send email reminder from sharepoint data easy event.

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