When I look at what you want, and if I can ignore you specifically want copilot just for a moment.
Here is the Step by Step write up I am trying to create.
1. Send a scheduled e-mail at a set date & time to client.
--For this step its a little, not difficult, but we have to think this through. To me this requires that you have a list/table to capture \
WHEN an email should go out. Then you would have a Scheduled Flow that runs... let's say everyone minute or every (whatever you are
comfortable with a + or - variant. Like every 15 minutes. Your scheduled flow would run, see there is a Non-sent email and send it
then in that list it would be marked as Sent (or failed) with the Message / Conversation Id
2. Wait for client to respond to you (4 hours)
--This would also require one of 2 things.
---If you want to be proactive, then have another flow that runs on a similar schedule and looks for new emails and checks if one of them
is the response and then you can check if its within the 4 hours.
---You could also have this flow, check any expected emails within a 4 hour window, and if you have NOT received a response, do whatever
you wanted in Step 3 / 4
Or
---You have a flow that reacts to When an email arrives and then compare its Message/Conversation id to whatever you stored in the
sent email tracking table/list.
---the downside to this is, if they sent it in 5 hours or 8 hours you are waiting a long time to react
3. IF client responded to you within those 4 hours, (checking read & unread inbox & deleted folder), do not send follow-up e-mail.
---This maps into what I explained above if you have a Scheduled flow just checking for these things every like 15 minutes. I really
don't recommend every 1 minute its too fast, it can cause issues if you have a lot of emails either do every 15/30/45/1 hour
4. If that same client has not sent a reply to you by a set time, (ex: 4 hours) (checking read & unread inbox & deleted folder)
send a separate follow up e-mail.
---Still tied to my above which would cover this as well with the scheduled Flow, so you would KNOW they didn't respond
and you could send your follow up
Optional/Advanced: If after sending the follow up e-mail in #4, and it's been more than a day, send another follow up e-mail.
---I am guessing you mean, you sent the follow up email, and they haven't responded to THAT. The issue is, they might respond
to the original and NOT to the follow up so... Again, you could mark the first email as "not active". Then your follow up would be the
one that is checked but it would be checked against 24 hours not 4
So imagine this
A table that tracked
Email/Message/Conversation ID, Time Sent (original email), DidItReceiveResponseIn4Hours, EmailStatus, Past4Hours, Past24Hours, EmailType
When you send the original, you would create a record that has the ID, time sent, false, Active, false, false, Initial
This record would mean the initial email
now if they respond in 4 hours, you would update this row to say true (yes) they responded in 4 hours
If they did NOT respond in 4 hours, its already marked as they didn't so you have no work on this record EXCEPT to update it to be Inactive
Then send your reminder which is a new record
NewID, Time Sent (reminder), Time sent, false, Active, false, false, Reminder
The Reminder versus Initial, let's the Tracking Flow know if its looking for a respond within 24 hours or a response in 4.
After 24 hours it could send another
You would mark the initial Reminder one is Inactive
and add a new row
You could ALSO add a Parent ID column, so that when you created the first Reminder email, you would update both the state to InActive and
parent to the new Reminder (ID),
And if you have to send another reminder its the Parent of the Initial Reminder
I hope that makes sense. I do not know if you will be able to make Copilot figure all that out or not.
It seems relatively easy but I cannot get CoPilot to help me create this without errors.
If these suggestions help resolve your issue, Please consider Marking the answer as such and also maybe a like.
Thank you!
Sincerely, Michael Gernaey
