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Send email reminders when a Sharepoint item is not modified

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Hi,

I want to create a flow when an approver hasn't updated an item in a sharepoint list. The Approver need to change the status value from "new" to "Approved". I want an email reminder to be sent to that approver if no action has been taken within 2 days.

Does anyone know how to do this?

Any help is much appreciated 🙂

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efialttes 14,756 on at

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Hi!

Did you have a look to standard REminder flow documentation? Does it match with your requirements?

https://docs.microsoft.com/en-us/power-automate/create-sharepoint-reminder-flows

Once you set up the Reminder Flow, you can update it, so instead of adding your email address as destination, you can add somebody elses. So if the Sharepoint Item has a column with the Assigned to Email address, you can insert it instead

Hope this helps

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Community Power Pla... Microsoft Employee on at

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Thanks for the reply @efialttes 🙂

Unfortunately this doesn't meet my requirement. I need to send reminder AFTER a certain date (created date).
Looks like you provided solution send out a reminder a certain time prior to a date.

Any suggestions?

Thanks 🙂

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efialttes 14,756 on at

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Hi!

Unfortunately this doesn't meet my requirement. I need to send reminder AFTER a certain date (created date).

Looks like you provided solution send out a reminder a certain time prior to a date.

If this is the only requirement missing, you just need some minor modifications in the REminder flow

Good stuff here, explaining how to change recurrence, convert reminder before into reminder after and more

https://jonathanmweaver.wordpress.com/2019/01/27/set-a-reminder-email-before-or-after-due-date-using-flow-sharepoint-online/

Hope this helps

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Community Power Pla... Microsoft Employee on at

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Thanks again, @efialttes 😊

After some trying I managed to set this up (sort of).
I realized that this only works "normal" lists and not issue tracker.

However, I'm not sure where to input a condition where the rule only applies if the sharepoint record has status value of "Approved".
Any idea?

Regards,
Trond

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efialttes 14,756 on at

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Hi!

Please share a screenshot from your current flow design, so I can understand better the 'Condition' related challenge

'Issue tracker'? You mean 'Power Automate' contextual menu is not shown, right? If so, please read

https://powerusers.microsoft.com/t5/General-Power-Automate/Can-I-create-a-FLOW-from-an-Issue-tracker-list/td-p/87053

Hope this helps

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Community Power Pla... Microsoft Employee on at

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Hi @efialttes
This is the option i get from normal list and Issue tracker:
This is the flow but, I'm missing a condition to set this to run only if the status of a record has value "Approved".
It might be something I need to change in the condition that is already there?

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efialttes 14,756 on at

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Hi!

Thanks for the feedback. Since you are interested on 'Set a reminder' standard flow and unfortunatelly it seems not to be available on 'Sharepoint tasks', my suggestion is to create it from a conventional Sharepoint list, then edit the flow from Power Automate console, and switch its trigger details from the conventional SP list to your 'Sharepoint tasks' list. Haven't tested myself, sorry.

But, you already did it right? If so, this article covers Reminder flow customization, you will find explained not only how to find the new flow on the Power Automate console, but also change conditions, etc.

https://www.sharepointsiren.com/2019/02/using-the-new-set-a-reminder-flow-for-sharepoint/

Sorry the screenshot you shared is so big I cannot see the details, the image is blurred 😞

Hope this helps

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Community Power Pla... Microsoft Employee on at

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Sorry about the screenshots, @efialttes

My workaround with the task list was to make a flow that copies all the data from the task list to a standard list and create the flow there. I will try to change the flow to trigger from my original task list over the weekend. Great suggestion 🙂

My flow works fine by the way, only that it sends reminder for all items in the list and not only for the ones which have status "Approved". I'll work try to figure out if I can get a control that only triggers this flow for items with this Status Value (but not sure where to insert this control 🤔).

Thanks again @efialttes . Please reach out if you have any suggestion to tweek this issue 🙂
Much appreciated!

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efialttes 14,756 on at

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@Anonymous

FRom your last post, I guess if you expand 'Get items' and click on advanced options, you will probably find a Filter Query ODATA expression filtering a Date column

IF so, probably you can try to change current ODATA Expression to check also the Status column. Could you please share it?

IS this status column of type 'Choice' or 'single line of text'? Is its name 'Status'?

Hope this helps

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Community Power Pla... Microsoft Employee on at

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Hi @efialttes ,

It is filtered on a date and the formulae is: concat(concat('Due',' ge ', '''',outputs('Today_+_x_days')),'''',' and ', concat('Due',' lt ','''', outputs('x_Days_+_1'),''''))

The name of the column for status is "Status" and it's a choice field.

regards,
Trond

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