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Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

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Hi Community,

my internal customer request a reminder workflow for a sharepoint online document library.
There are two main topics to solve / combine
1.He expect a reminder 12 / 6 / 4 and so one week before review date (custom column) is reached
2.If there are multiple documents with the same review date (which is usual) the enduser should get just one eMail not one email per item

In this single Reminder eMail there are two options (we should use the easier one) to represent the documents to review:
1.A list in the eMail with all documents which are to review within "button" so react forexample "Document okay" or "Changes needed"
2.The customer get just one email which contains a link to a configured list, which just show the documents for the appropriated user grouped by reminder date

Similar proposasl to represent this content is welcome.

I already watched out some realisation ideas with arrays, but they seems a little complex in combination with the first part of the request for a beginner / interemediate in Powerautomaton

Thx for your help Best regards

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Business Process Flows

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efialttes 14,756 on at

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Re: Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

Hi!

You will find tons of reminders related info, how to manipulate date format to check Date column on Sharepoint, also techniques for filtering efficiently the SP lists in this great post from @ScottShearer :

https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Creating-a-List-Reminder-Flow/ba-p...

Hope this helps

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Community Power Pla... on at

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Re: Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

Hi @efialttes

thx for your Feedback. The issue is not to create a reminder with calculating Dates thats "easy" to solve.
The main Topic is to send just one mail per day doesn't matter how many documents Needs to be reviewd..
Additional complex is there are multiple ranges bevore review is requested .

Best regards Mirko

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efialttes 14,756 on at

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Re: Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

Hi again

So all filtered items shall be reported in a single email, right?

Let's assume you are filtering them by means of a Filter Array or an ODATA filter in your 'Get items'

If so, once you got them filtered, did you consider using 'Create HTML table' and include this output in the body of your notification email?

If this is not the case, and you are using 'Apply to each' and a condition inside, I would recommend to initializa an array variable before the apply to each, and use 'Append to array variable' inside your 'Apply to each' whenever an item shall be reported. Then, after your apply to each, invoke 'create HTML table' using the array variable as its input, and send the email.

You can decide which columns to be dislpayed in your Create HTML table by different means, one of them is by using a 'Select' action block

Hope this helps

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Community Power Pla... on at

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Re: Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

Thx for your Feedback, i try something around this Array idea a while.
Just to repead, i have a doc lib with two custom columns Autor and Review date.
Some Autors have multiple documents with the same review date.
If this is the case they like to get only one mail for all Documents to review.

The workflow should run once a day, they should reminde serveral times before the review data occurs (12, 6, 4 Weeks).

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Re: Reminder Workflow (Multiple Remindertimes / One Reminder for multiple Item)

@efialttes Hi, currently I also want to have the same result as he did. I want to have multiple task on the email reminder. I have been following tutorial from https://www.youtube.com/watch?v=8XQvKXAFOvE from 27:00. But, after following her, she got trouble on 43:12 that she has not solved yet and currently happened to me as well. I try to follow your suggestions for add Initialize a variable, but it could be added on the top rows only. So, do you have any suggestions for me? Your help would be really meaningful to me. Thank you...

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