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Help to create a Flow to follow up

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Posted on by Community Power Pla... Microsoft Employee

Hello there,

How can I create a flow to follow up if a column has not been changed for X numbers of days?

On this case I have a list in SharePoint. One of the columns on the list is "Status" which is a multiple choice, people can select "In process" or "Completed". The other important column is "People Involved", in this column people can add a person. What I need to do is to send a follow up email to the "person involved" if the "Status" still "In process" for more than a day. How can I create this flow?

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Sundeep_Malik 6,495 on at

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Hey @Anonymous

I have some approaches for you.

1) Scheduled flow: That runs everyday. Probably after your work hours. So, it passes the condition of 24 hours.

You can create a scheduled flow that runs everyday and checks if created value is greater than 24 hours and status is equal to progress. It will everyday send an email, until the status column's value does not change to Completed.

You can select at what time to run.

This is how your filter query of sharepoint get items will look like:
Expression: addDays(utcNow(),-1)

And at the end just send the email.

This approach will send email everyday till the status is not changed.

2) 2nd method will trigger the flow when an item is created. Then you can delay the flow by 24 hours and again check if the status is changed or not. By this you will be able to send just a single mail after a day.

So, if you want to send multiple mails if status not updated after 1 day too, you can use the 1st method, otherwise use the 2nd method.

If this works for you, you can accept this as a solution, and if you liked the explanation, you can give a thumbs up.

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Community Power Pla... Microsoft Employee on at

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One more question and thank you so much for helping.

I used method 1 since I need to send emails until the status changes from In process to Completed. How do I tell the flow to check the "Status" column and send an email if the status still "In process"?

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Sundeep_Malik 6,495 on at

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@Anonymous

Just a brief:
Filter query will filter out the items that you want.
So, you can exactly copy what I have done in the screenshot above.

Created is a column that is default made by the SharePoint.
In the filter query above you have only added the expression,
But you will have to write it completely like I have done in my screenshot

Create ge 'expression'

Then after this either you can do it in a similar way I did or you can add a condition action after this and check if status is equal to in process.
If it is send an email.
And if it is not, do nothing.

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Community Power Pla... Microsoft Employee on at

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I did exactly the same but for some reason is not working when I test it.
Here is what I did
Here the results when I tested it.

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Sundeep_Malik 6,495 on at

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@Anonymous
Can you share the error message in the right?

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Community Power Pla... Microsoft Employee on at

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Here it is.

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Sundeep_Malik 6,495 on at

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@Anonymous

I am really confused here. In the above screenshot it shows that you have written Created. But in the error it shows you have written create. I hope you have written created only, if not please correct it.

Just to make sure, try two things. Go to your sharepoint and click on add a column, and at the bottom will be written hide/show columns, from it select Created column.

Now make a separate flow, keep it manual trigger only, use get items. Now check if your created item has a different name or not. Though its a default column and it should be Created only but to be sure, just check it.

Try one more thing as well, try the above filter separately too. I mean try created one once and then status once. If one works, you can also check in another condition, the other filter query.
Lets say you check status, in condition then you can check for created.

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Community Power Pla... Microsoft Employee on at

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It passed the Test run. Now, I ran the flow but I don't see emails going out. My question is, is it going to send the email tomorrow since I created the {addDays(utcNow(),-1)} or it's gonna check the date that we created the item and send the email from there?

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Sundeep_Malik 6,495 on at

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@Anonymous

the adddays utc -1 is just fetching the items. Because of it, the email part will not affect.
Just check two things,
in get items are you getting any item in the run history.
If you have used any condition after this, is it coming false, because of that email might not be going.

If both the above things work, can you share the flow in edit mode

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Community Power Pla... Microsoft Employee on at

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You lost me. How do I see the run history? I don't have conditions. The only thing I did was what you told me.
Here is what I see
Is that what you're looking for?

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