Send an email every 5 minutes until the items status is closed

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Posted on by KDAI

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I am trying to send a recurring email every 5 minutes in a sharepoint online list item until the status is closed.

this flow sends the email once and exits.

how can I send a recurring email. there is an idea of creating a scheduled workflow that runs every 5 minute and check the item.

is there a better way than that?

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Manish Solanki 15,169 Moderator on at

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Hi @KDAI

You could use automate flow that will attach to SharePoint list. We have got the action "When an item is created or modified" which will be triggered when SharePoint item or record is modified. Within that automate flow you can check the condition of status field and if its closed then you can send an email.

for detailed documentation, please refer to the link: Send an email when a new item is created or modified in a SharePoint list | Microsoft Learn

Please remember to give a 👍 and accept my solution as it will help others in the future.

Thanks
KDAI 172 on at

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that's not the question, i need to run the workflow every 5 minutes to check the status. I found the solution the logic was wrong. it should run until it is equal to closed.
Sundeep_Malik 6,501 on at

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Hey @KDAI

I dont think there is a better way than creating the above scheduled flow that you mentioned.

But just a suggestion for you. Dont use send an email notification V2 action for this.

The action is only limited to send 100 mails per day.

Instead use send an email V3 which can send 900 mails every 60 seconds.

In your case lets say the status does not change for the entire day and you want the flow to check every 5 minutes, then emails sent will be

1 hour = 60/5= 12 mails an hour

24 hours = 12*24=288 mails

which means you will pass the limit of the action.

Rest according to me making a scheduled flow would be the best technique. Cant think of any other technique as of now.

I hope this helps 🙂
KDAI 172 on at

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thanks for the reply. the 5 minutes is just to test the logic it doesn't not to send the emails every 5 minutes. but thanks for the suggestion.