Review Dates Alerts

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Posted on by Tina_Trupanion

Hello! I found the below post that seems to be close to what I am trying to do, but it is not quite working.

https://powerusers.microsoft.com/t5/Building-Flows/Review-dates-on-documents/m-p/820727

I am attempting to build a review process for documents. At the moment, I have a sharepoint list with a calculated column that generates a date one year in the future based on the Active Date. I am trying to build a scheduled flow that would check the sharepoint list every day, and send an email notification to a specific team (based on another column and the data presented within the list) if there are any documents with a review date of "today"

In attempting to follow the flow linked as an example, I run into an issue where if I select "Get files (properties only)" as my second step, I can't then select my review date as an option from dynamic content later on in the flow. As a result I don't think I should be using "Get items" and then "Get files (properties only)", but I continue to have issues.

Screenshot 2022-10-14 122622.png Screenshot 2022-10-14 122704.png Screenshot 2022-10-14 122740.png

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Building flows

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Ed Gonzales 4,531 Most Valuable Professional on at

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@Tina_Trupanion

Hi there. So, there's actually a bit going on that could be causing you trouble. Mainly, the different levels of "Apply to Each" loops, as well as the one at the top with multiple values in it. What do you think about this approach instead:

Same trigger, running once a day

Get a list of documents with the filter already in it rather than looking at each document's review date.

Group the list by document owner

Send a single email to each document owner, with some text, and also a table that includes a link to the document that they need to review.

How does that sound? If that will suit your scenario, then we can work through the specifics on how to build it.

Keep us posted.

-Ed

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Tina_Trupanion 10 on at

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Hi Ed,

I am open to any and all suggestions. I know the apply to each loops are causing havoc. I think the approach you suggested would work great, and would like to explore specifics.

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Ed Gonzales 4,531 Most Valuable Professional on at

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Ok, awesome. Let's start small just to get going.

Start a new flow with either a recurrence or manual trigger.

Have the next item be your "Get Items" SharePoint action, but this time, click on the "Show advanced options" at the bottom:

That will show the fields below. In the Filter Query section, on the left side, you can select your calculated column. The trick is to get the 'current date' to match the format of what you have in your SharePoint list. We'll build a formula to do that and put that in the right side:

Reply here with a sample of what the dates look like in your calculated field and we'll do some formatting next.

-Ed

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Tina_Trupanion 10 on at

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Hi Ed,

Below is an image example of how my calculated column "Review Date" displays data. I just have it set to automatically create a date one year in the future from the Active Date.

Unfortunately I seem to be stuck here at step 1. When I select Filter Query I see a note that says there is NO DYNAMIC CONTENT AVAILABLE. Could something be off with my power automate in general. By selecting the List (Marketing Asset List) shouldn't that make those options available?
In an attempt to keep trying, I did some googling and discovered a setting I could turn on for "Experimental Features". This does make my view match yours a bit more, but Review Date is not an option. Some of the options are columns that are on my sharepoint list, such as Active date. If needed, could I use Active date to build a query that finds my items from my list that are one year in the future from active date which would eliminate the need for my Review Date column?

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Ed Gonzales 4,531 Most Valuable Professional on at

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@Tina_Trupanion

Apologies for the delay, I've been travelling.

Great work so far! In that expression box, use the following: formatDateTime(utcNow(), 'M/dd/yyyy')

That will get all of the rows where the Active Date is equal to "today"*

* it's actually using UTC as the "today", so depending where you are with relation to London, that may effect your results. It shouldn't be too big of an issue if you're running this every day, though.

For the next step, what is the name of the field that has the Document Owner's name in it? And what type of field is it?

-Ed

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Tina_Trupanion 10 on at

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No worries at all! I appreciate you sticking with me on this :). I have the formula in my flow now (see below).

The document owner's name is not in any field. I had hoped to use distro emails for the teams. So for example the field is called Team, and it is a "choice" field. I have about 6 teams, so depending on which option it matches, I'd use the corresponding distro email. Once this flow is built, I just thought I could clone it and apply the same logic, but insert the team and distro email where appropriate. Also, just thinking ahead, but I have one team that is interested in reviewing documents at the 9 month mark vs. 1 year. Would that be an option later on in the flow?

Does that help?

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