Power Platform Community Forum Thread Details

Hello!

I am totally new in the flow topic, so sorry if the question could be "too easy" for you.

I have an existing Sharepoint list with various columns (most important are for the flow columns "alert date" and "responsible")

What I need is the following flow:

If the date in column "alert date" has been reached, an automatic reminder mail with certain text should be sent every week to the people listed in "responisible" column.

Many thanks
Harry

Categories:

Building flows

Steps to Create the Flow in Power Automate

Create a New Flow
- Open Power Automate and go to My flows.
- Click New flow and choose Scheduled cloud flow.
- Give your flow a name, and set the recurrence to weekly (for example, every week on a certain day). You can adjust the time when you want the flow to trigger.
Get Items from the SharePoint List
- Click New step, search for SharePoint and select the Get items action.
- Set the Site Address to your SharePoint site.
- Set the List Name to the list where your alert date and responsible columns are located.
Filter Items by Alert Date
- Add a Filter Query to only retrieve items where the alert date has passed or is today.
- For the Filter Query, use something like:
  
  alertdate le 'utcnow()'
- This will filter out all items where the alert date is earlier or today, so only relevant items will be retrieved.
Loop Through the Items
- After retrieving the items, click New step and choose Apply to each.
- In the Apply to each box, select the output from the Get items action (value).
- This will loop through each item in the list that matches the filter criteria.
Send an Email Reminder
- Inside the Apply to each step, click Add an action, then search for Outlook or Office 365 Outlook and choose Send an email (V2).
- In the To field, select the responsible column. Make sure the responsible column in SharePoint contains an email address, or if it's a person field, you may need to extract the email address like this:
- item()?['ResponsibleEmail']
- (where ResponsibleEmail is the name of the column that contains the person's email address)
- Set the Subject to something like "Reminder: Action Required".
- In the Body field, write the text of your reminder email. You can reference fields from the SharePoint list as needed, such as the alert date, item name, etc.
Example for email body:

Hello, This is a reminder that the action for [Item Name] is due as of [Alert Date]. Please ensure that you have completed the necessary actions. Thank you!
Set up the Weekly Reminder
- Add a Delay action after the email to make sure the reminder is sent every week for the same item. For this, set the Delay to 7 days.
Save and Test the Flow
- After finishing your flow setup, click Save and Test it. You can either test it manually or wait until the next trigger time to see it run automatically.