How to set up condition to only send recurring email every week when the "Reminder Status" column is "Pending" and sending anymore once the value turns "Done" after using Update a row action

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Posted on 5 Feb 2024 02:51:08 by kkkkkm

hi, would need some help from everyone.

i have a working flow where an email will be sent out every monday at 9am to PICs of certificates/licenses that are going to expire or already expired. the filters showed are mostly to generate the html table to be included in the email and everything is working well with no issues.

however, i would like to have a condition where an additional column will be added in my excel file, "Reminder Status" and certificates/licenses that were already sent out the email will be updated as "Done" automatically from "Pending". this is because i want to prevent from sending another email the next week again, if my flow is referring to "Done" value of "Reminder Status" column in my excel file. i hope everyone gets what i want to achieve.

below is my flow:

the union function is to merge the filter - TBE and filter - AE

this compose action is to shorten the link to my file upload folder

below is the excel column that i would like to update automatically with "Done" after sending the email and send the next email only to "Pending" status. field with "Done" status will not be sent new email again next week:

thank you.

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kkkkkm 6 on 06 Feb 2024 at 05:25:53

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Re: How to set up condition to only send recurring email every week when the "Reminder Status" column is "Pending" and sending anymore once the value turns "Done" after using Update a row action

Hi again everyone, I managed to solve my issue where I added the "Apply to each" action and place the "Update a row" action in it.

However, I have another issue where currently my flow is scheduled every Monday at 9am. I would like to make a condition where the flow will only be triggered when the "Reminder Status" column is in "Pending" value. I have tried adjusting the trigger conditions in the "Recurrence" action but failed. Can anyone help me on this?

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kkkkkm 6 on 06 Feb 2024 at 00:37:54

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Re: Setting up condition before and after sending emails

hi @rzaneti,

actually my "Send an email" was not allocated inside "Apply to each". i dont have "Apply to each" action at all in my flow because if i do, there will be duplicates of email since for example if i have few expiring and to be expired certificates/licenses at one time, the flow will send email according to the number of certificates/licenses that meet the condition while i only need one email with a table showing the certificates/licenses that meet the condition.

if following your guide, what should i put in the "Key value" field?

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rzaneti 4,096 Super User 2025 Season 2 on 05 Feb 2024 at 11:49:38

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Re: Setting up condition before and after sending emails

Hi @kkkkkm ,

I'm assuming that you allocated your "Send email" action inside an "Apply to each", and it is looping the Excel records after the filter actions. If this is the case, you just need to add an "Update a row" action after the "Send email", referring any unique identifier column as "Key column", and its value dynamic content as "Key value". Here is a sample on how this "Update a row" action inputs look like (the inputs highlighted in yellow corresponds to table columns):

Finally, you just need to populate the "Reminder status" input with "Done".

After doing this, you will need to include an additional filter in your flow, just to capture only records where "Reminder status is different from Done".

Let me know if it works for you or if you need any additional help!

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