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Email reminders based on Expire date in Sharepoint

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Posted on 9 Nov 2023 12:20:52 by TORFS_BE

i'm trying to create a system for our company and did some googling but nothing really comes up that can do the trick for me or seem to be working.

Ok our plan is to create a Library with all possible contracts from each department in. Id be working with folders to fix all permissions so they wont see eachothers contracts. Eventually work with a view that doesnt show folders but just the documents.

Example as below;

Pretty basic information so far;

Every contract that will be inserted will have a specific expire date ("Vervaldatum" on my screenshot).

I want to be able to send out reminders before, for example 90 days, 60, 30, 7 and final day it will expire. (I did not manage to get this working btw 😥)

On TOP of those reminders, if possible, I would like to add a colum so the person uploading the contract can set an extra reminder to be send out (For example: add a column 'Remind me in' and the value would be 200 -> the system would remind the person 200 days before the expiry date by email)

I'm really new to Power Automate and I don't always understand the actions its doing or how its build to fully understand each step. If there is a detailed guide out there and you can share it with me, appreciated!

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v-mengmli-msft on 22 Nov 2023 at 08:06:30

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Re: Email reminders based on Expire date in Sharepoint

Hi @TORFS_BE ,
Sorry for delay reply, I suggest you post the problem in community, and I will follow up the problem.
TORFS_BE on 21 Nov 2023 at 10:30:55

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Re: Email reminders based on Expire date in Sharepoint

@v-mengmli-msft

Do you have any other suggestions or should I look for another solution here? 🙂

Best regards
TORFS_BE on 15 Nov 2023 at 07:41:12

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Re: Email reminders based on Expire date in Sharepoint

Hi @v-mengmli-msft

Thanks for giving it another go!

Here's the information;
all 4 conditions are equal to the one below;

div(sub(ticks(string(items('Apply_to_each')?['Vervaldatum'])), ticks(string(utcNow()))),864000000000)
v-mengmli-msft on 15 Nov 2023 at 07:14:23

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Re: Email reminders based on Expire date in Sharepoint

Sorry for late reply.
It seems that the value in correct format.
Could you please show me the expression in your condition?
I just want to check it over to make sure it is correct.
TORFS_BE on 14 Nov 2023 at 10:29:18

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Re: Email reminders based on Expire date in Sharepoint

Hi @v-mengmli-msft

I'm not able to share the output, it gets deleted because it contains sensitive data I assume.
The dateformat shown in my file/output is "2023-11-08" for example tho.
v-mengmli-msft on 14 Nov 2023 at 10:04:11

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Re: Email reminders based on Expire date in Sharepoint

Does it the output of 'get files' action?
I can't see this screenshot about the output of Vervaldatum column. You can check my previous reply, what I want to know is the output of this column in 'get files' action.
I noticed that your compose1 ran successfully. Could you please show me the output of it?
TORFS_BE on 14 Nov 2023 at 09:35:53

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Re: Email reminders based on Expire date in Sharepoint

@v-mengmli-msft
I have posted the file but my reply was removed I believe.

I have some screenshot of the timestamp tho;
Does that work for you too?
v-mengmli-msft on 14 Nov 2023 at 07:36:14

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Re: Email reminders based on Expire date in Sharepoint

Hi @TORFS_BE ,

Please click the 'get files' action and you will see the output.