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Configuring reminder in MS Lists to receive appropriate notifications

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Posted on by YL-06021715-0

Hi everyone!

I have created a list in MS Lists. It contains a number of items, and each of them is associated with a specific person from my team. For this purpose, I added a column 'Assignee' where I can tag any of my teammates or myself.

Then I decided to set a reminder to get notified in Outlook one day prior to the due date of the item. This reminder is a regular flow available in Lists (Automate -> Set a reminder), there's no need to open Power Automate for that. I successfully added this flow and also did some adaptations (adapted the summary and the text of the email) in Power Automate and everything looks well.

However, there's one problem: according to the current flow structure, I receive notifications not only about items assigned to me, but also about the items assigned to my other teammates in case they have the same due date. Could you please help me understand how to set a flow in a way that I get notified only about items assigned to me?

I understand that I need to apply some kind of 'Assigned to me' filtering on the 'Get items' step but I simply don't know how to integrate it in the current expression.

The current expression is as follows (Filter Query row, see the screenshot):
concat(concat('Datetodiscuss',' ge ', '''',outputs('Today_+_x_days')),'''',' and ', concat('Datetodiscuss',' lt ','''', outputs('x_Days_+_1'),''''))

I tried building it in the following way but it would not work:

'the expression above' and Assignee eq 'My name'

Thanks!

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rzaneti 4,249 Super User 2025 Season 2 on at

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Hi @YL-06021715-0,

Just to clarify: (1) do you want to notify only yourself, or also your teammates, about their respective List items? (2) did you set the "Assignee" column as a text or person type?

In these meantime, I'm sharing this video about filter queries in Power Automate, which can clarify on how to build those queries for SharePoint List. I see that you are using the concat() expression, but I believe you can get what you need without using expressions: https://youtu.be/Ifqo1YKMiw0

Let me know if it works for you or if you need any additional help!

If this is the answer to your question, please mark the post as Accepted Answer.
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YL-06021715-0 39 on at

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Hi rzaneti,

Thanks for responding! Answering your questions:

1. I know that this flow only allows me (as the flow creator) to receive the notifications. The other teammates will create their own flows and notifications, so that's fine.

2. The "Assignee" column is set as a person type (basically, the Outlook emails of my teammates).

I know the expression can be simplified but 1) I'm not that experienced with doing so and 2) this is a regular flow that already contains the predefined expression, therefore I wasn't even building it.

Can you suggest any way how I can insert the filtering there? Looking forward to your reply.

Thanks!

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rzaneti 4,249 Super User 2025 Season 2 on at

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Hi @YL-06021715-0,

Thank you for clarifying it!

For filtering a SharePoint List by a Person column, you need to use a filter query like this: Manager/EMail eq 'raphael@digitalmill.net', where Manager is the column that you want to filter (in your case, Assignee) and the email address between single quotes the criteria (in your case, your email address). It will look like below:

I'm applying this filter query to the following SP List, so it will retrieve only the first record, since its Person column (Manager) matches the criteria:

After running the flow, this is the only record retrieved in the raw outputs, matching the data from the SP List:

For your use case, there are a two other conditions passed to your filter query, right now organized within a concat() expression. To keep things simple, you can just combine your existing expression and the query that I provided, using an and to separate them, like in the example below:

But if you prefer to get rid from the concat(), you can use a filter query similar to Datetodiscuss ge outputs('Today_+_x_days') and Datetodiscuss lt outputs('x_Days_+_1') and Manager/EMail eq 'raphael@digitalmill.net', where the values in red must be replaced by the dynamic content of your Today + x days and x days + 1 actions.

Let me know if it works for you or if you need any additional help!

If this is the answer to your question, please mark the post as Accepted Answer.
If this answer helps you in any way, please give it a like.

Check more Power Platform content on my website.
Lets connect on LinkedIn.

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YL-06021715-0 39 on at

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Hirzaneti,

Thank you so much for your response! I tried out your suggestion, and it works out perfectly for me. I will still be further checking this query, but it seems to be working now as expected.

Before, I actually tried out to build the query checking against the email, but now I know what I was missing: I did not include /EMail part in my query, therefore it was constantly failing.

Thanks you so much, you helped me a lot.

Have a nice time of the day!

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