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Remove item after a reminder is sent

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Posted on by SpDev

Hi,

I am working in a Flow that send an email to the owner of an item telling that the item needs a revision. This email sends after 4 months since the item was created and I am using the Delay action for that.

No I need to actually remove the item if the user has not checked it before these 4 months and I don't know how to do it.

The list has only OOB columns and I don't want to use any custom column or calculated date column because this list will be used in a demo to show how easy is to work with SharePoint and MS Flow.

How can I check if the user has looked at the item?

If the user opens the item will MS Flow counts that as a "modifiy"-trigger? or the item needs to be actually updated to count as modification in MS Flow?

It can be that the user don't need to update something and he/she just open the item and close it inmediatelly.

Best regards

Americo

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Building flows

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shawnfielding 12 on at

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Viewing the document does not count as modifying the document. This is not specific to Flow. Rather it is a metadata point existent in the document itself and in SharePoint. You can still open a document (view it) without a document being checked out, so that does not help. I am not sure how to identify when a document has last been opened. As far as I know, this is not possible.

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v-bacao-msft Microsoft Employee on at

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Hi @SpDev ,

As far as I know, MS Flow does not currently have such a feature.

Existing triggers basically wait for events to occur before they can trigger Flow.

Just looking viewing item can't be determined as an event.

I am afraid there is currently no suitable way to achieve such a requirement.

If you want similar functionality to be supported by MS Flow, you could post this idea in the Flow Ideas forum, and this scenario might be covered.

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

Best Regards,

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shawnfielding 12 on at

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I have been thinking about this a little. The requirements would be to not only know if someone opened it, but for how long, and I really do not think that is possible. Maybe sending the email to the and latest modifier would be enough? Depending on how you want to use it, you could set a boolean metadata point that identifies when the use of a document is done. Probably would want the creator to do this. Once clicked as done, you could delete it. Or a document approval flow. That's all I got.

On a side note, does the delay action actually allow you to wait for 4 months? Did you test it? I thought a flow could only run for 30 days...
@SpDev wrote:
Hi,
I am working in a Flow that send an email to the owner of an item telling that the item needs a revision. This email sends after 4 months since the item was created and I am using the Delay action for that.

No I need to actually remove the item if the user has not checked it before these 4 months and I don't know how to do it.
The list has only OOB columns and I don't want to use any custom column or calculated date column because this list will be used in a demo to show how easy is to work with SharePoint and MS Flow.
How can I check if the user has looked at the item?
If the user opens the item will MS Flow counts that as a "modifiy"-trigger? or the item needs to be actually updated to count as modification in MS Flow?
It can be that the user don't need to update something and he/she just open the item and close it inmediatelly.

Best regards
Americo

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SpDev 33 on at

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I will think in your propose and discuss with my colleague.

Best regards!

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