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Power Platform Community / Forums / Power Automate / Save date after the pe...
Power Automate
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Save date after the people picker has been filled in

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Posted on by 407

Is is possible to save the date when a people picker area has been filled in?  Would like to create an email notification to run every 10 days after a request has been assigned if a particular multipleline column hasn't been filled in.

thanks!

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  • ScottShearer Profile Picture
    25,331 Most Valuable Professional on at

    @DCNehs 

    Is your data stored in SharePoint?

     

     

  • DCNehs Profile Picture
    407 on at

    yes, data is in SharePoint.  Once they know the person who will be assigned to the issue someone on the team will update the "AssignedTo" column.

  • ScottShearer Profile Picture
    25,331 Most Valuable Professional on at

    @DCNehs 

    So should I be checking a multi-line text column for null or should I be looking at a person or group column?

     

  • DCNehs Profile Picture
    407 on at

    @ScottShearer 

    We are looking at 2 things:

    1) save the date that the person was assigned.  

    I tried creating a column to record the modified date but that didn't work since the flow is set to send for new/updated. It just kept on updating the item and sending the email. 

     

    2) If the assigned person hasn't filled in the multiline column yet within 2 weeks, an email should be sent to remind them every 2 weeks until the issue has been closed.

     

    With some of the issues, it might take several weeks to identify the appropriate fixes (corrective actions).  Sometimes they forget to go back and fill out.  The tool owner would like it to send an email out to remind them so they don't have to do it manually.

     

    Thanks!

  • ScottShearer Profile Picture
    25,331 Most Valuable Professional on at

    @DCNehs 

    OK...

    Here is how I suggest that your proceed.

    I would, as you have suggested, use a separate column to record when the person or Group column has been set.  You can use a condition that checks for your date column being null - if it isn't then don't do anything.

    Next, I would also add another text column and set it to some value if the multi-line text column is not empty - use the same concept as you did for the date column.  

    Use a Schedule trigger that runs once a day.

    Use a SharePoint Get items action with a Filter query so that only items where the Date column is at least 10 days from today and where the text column you created is null.  The reason I suggested createing a separate text column is that you can't filter on a multi-line text column.

    Then, you'll need to have a condition that checks for 10 day intervals.  That will get messy.,  You'll need to find the difference between today and the date column and divide by 10  and check the result.

    Probably more complicate that it should be...

     

  • DCNehs Profile Picture
    407 on at

    @ScottShearer 

    I've added a column for their team to fill out when the issue has been assigned.  In the end, I think it's going to be easier than trying to autopopulate it based on the day they updated the list item.

     

    Hopefully then scheduling the workflow reminder will be easier to set up. OR i can possibly set up a "delay" and send an email 10 days after and 20 days after.  Hopefully 2 reminders should be enough to start with. 

  • ScottShearer Profile Picture
    25,331 Most Valuable Professional on at

    @DCNehs 

    Using a delay would be great but the reason that I did not suggest it is because a Flow can run for a maximum or 30 days.  No Flow can run for more than 30 days - they will be cancelled.  My assumption was that your process could extend past 30 days.

     

     

  • DCNehs Profile Picture
    407 on at

    @ScottShearer thanks for mentioning that.  I was not aware.  That could cause some issues with the OnBoarding tool I'm working on to pull into PowerAutomate.  Sometimes a manager will enter it more than a month in advance of the start date. I have delayed emails that get sent out once it's been created, 2 week out tasks, 1 week out tasks, start date tasks and a start date welcome email to the employee.  That means those then wouldn't function in those cases?

  • ScottShearer Profile Picture
    25,331 Most Valuable Professional on at

    @DCNehs 

    You are correct - if your process takes more than 30 days to complete and the Flow starts when the item is created, your Flow will be cancelled before the process completes.  That's why using a recurrence trigger configured to run daily with OData filters on your Get Items action is likely your solution.

     

     

  • DCNehs Profile Picture
    407 on at

    @ScottShearer thanks.  Will definitely need to rethink a couple things.  Thanks so much!

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