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Can I create a time-based email reminder for SharePoint calendar events?

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Posted on by Yoshio

I have a SharePoint calendar for events that my department will need a reminder on but they don't want the actual events on their Outlook calendars. We want a central calendar for contract term and renewal notice dates and I would like email reminders to go out prior to a renewal or term date.

Is there a way to automate this?

thanks!

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ScottShearer 25,270 Most Valuable Professional on at

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@Yoshio

You'll want to use a recurrence trigger configured to fire once a day.

Unless you need the ability to enter repeating events, I strongly suggest that you create a SharePoint list and add columns for renewal date and any other information that you want to save. SharePoint calendars store dates in a funky way making them hard to deal with. You can create a calendar view of any SharePoint list with a date column.

Please see my example below. I use an OData filter query in my get items action - the query can be seen in the comments area. Also, see the expression that I used in my Compose action in the comments.

Let me know if you need additional help.

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Yoshio 69 on at

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@ScottShearer Hi! thanks so much for all that work on helping me!!! Unfortunately I am doing something wrong because I'm getting an error. Here's what I've got:
my formula thing is: formatDateTime(items('Apply_to_each')?['RenewalDate'],'mm/dd/yyyy')

thank you again and I'm sorry I can't seem to get it right.

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v-bacao-msft on at

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Hi @Yoshio ,

Renewal should be RenewlDate, expression should be addDays(utcNow(),7,'yyyy-MM-dd')

Please try again.

Best Regards,

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Yoshio 69 on at

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@v-bacao-msft Hello!

Thank you. The flow runs now BUT it is sending reminder emails for all entries, even the ones who's renewal is two years out. Is there a way I can only have it send the email if the date is within a week?

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Yoshio 69 on at

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@v-bacao-msft
also, sorry, I did fix the expression to match what you sent me yyyy-MM-dd and all the emails are still going.

thanks 🙂

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ScottShearer 25,270 Most Valuable Professional on at

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@Yoshio

Please refer to my example that I have provided above. The expression that you have in the compose action should be in the filter query of the get items action and not in the compose. Please note the single quotes around my expression in the query filter - you missed the closing quote in the screen shot that you posted.

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Yoshio 69 on at

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Hi @ScottShearer ,
Thank you again! I have recreated your flow and added the missing close quote in the filter query. In the pictures you sent, there is a formula in the Compose box which is why I also included it. I am still receiving the same error as yesterday. Please advise.

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ScottShearer 25,270 Most Valuable Professional on at

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@Yoshio

Please post screen shots of your entire Flow in edit mode - that will help thos trying to assist to make sense of the error.

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Yoshio 69 on at

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hi @ScottShearer
the pictures were the bulk of the flow. Here is the send an email and the very end. That's all there is to the flow which I thought was like the pictures you sent.
thanks

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ScottShearer 25,270 Most Valuable Professional on at

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@Yoshio

In your Get items action, please delete what you have for the filter query. Replace it with the expression that I have shown in my screen shot. Replace my reference to Renewal with the internal name of your SharePoint column.

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