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past due reminder flow

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Posted on by rory99

Hello

I would like to create a flow that sends a remider mail one 7 days after the due date value in a shapoint list and the other after 14 days - how to I build such a flow?

Thanks

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v-yamao-msft Microsoft Employee on at

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Hi @rory99,

Do you want to send out one reminder email 7 days after the due date value in a SharePoint list and another 14 days after the due date?

Please consider using Delay until action in the flow.

Get items first from the list, then add an Apply to each.

Within the Apply to each, add a Compose action to return the Due date, then Delay until action with the following code:

formatdatetime(addDays(outputs('Compose'),7),'yyyy-MM-ddT00:00:00Z')

An email would be sent out 7 days after the DueDate.

An image for your reference.

Best regards,

Mabel
rory99 28 on at

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Hello Mabel

I created the flow exsactly as you suggested. When I tested it, it ran for 10 minutes over all items in my SharePoint list (about 50 items) - I assume that it was checking the retun date and them it timed out and the flow failed

Here is my flow - did I do soething wrong?
v-yamao-msft Microsoft Employee on at

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Hi @rory99,

Without using the output from the compose action in the function, please retrieve the DueDate value from the Get items action directly.

The function is:

formatDateTime(adddays(items('Apply_to_each')?['DueDate'],1),'yyyy-MM-ddT00:00:00Z')

It is configured to send a reminder email after 1 day, I will check it tomorrow and back to you then.

Best regards,

Mabel
rory99 28 on at

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Hi Mabel

Thanks for the advice

I tried another approach to this and it seems to be working...

I created a flow which:

start with a compose action that gets the due date value,
Used the Add Date to add 7 days to the due date
Another compose action to extract today date - using utcnow expression
then a condition to compare the two - if true, send a notification mail
It actually works very well but now the issue that I am facing that when the condition is true - it send the notification over and over again - 100 mails until I had to disable it.

is there a way to run a flow 1 time , once a week?

Thanks
v-yamao-msft Microsoft Employee on at

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Hi @rory99,

Thanks for updating. It is also working fine on my side.

For your another flow, could you share a full screenshot of it?

Do you get Due date from the action Get items? If there are multiple items that match the condition, multiple notifications will be sent out for each item.

I have made the following test, only one email was sent out when there was only one item matches the condition.

In action Compose2, use formatDateTime function to format the due date to “yyyy-MM-dd”:

formatdatetime(addDays(outputs('Compose'),7),'yyyy-MM-dd')

In Compose3, get Today’s date with format “yyyy-MM-dd”:

utcNow('yyyy-MM-dd')

Then send out the email if output of Compose 2 equals output of Compose 3.

Image for your reference.

Best regards,

Mabel
rory99 28 on at

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Hi Mabel

Here is my flow:

The output from the "Add to Time" action is for exsample:
2018-12-27T00:00:00.0000000
Which is compared to the compose 2 action:
formatDateTime(utcnow(),'yyyy-MM-ddT00:00:00.0000000')

Then the condition is comapring the calculated time from the "Add Days" to output of Compose 2 - if ture it sends a notification - only it send the notification over and over again and not just only when an item is created or modified
v-yamao-msft Microsoft Employee on at

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Hi @rory99,,

Is your flow triggered by SharePoint – When an item is created or modified?

I have made a similar flow according to your description, notifications will only be sent out when there are items matched the condition.

If your flow is triggered by When an item is created or modified, please make sure you don’t have any other flows that will create/modify the list automatically.

Best regards,

Mabel
rory99 28 on at

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Hi Mabel

My flow is triggered by - "When an items is created or modified"
And as I said it actually works only when it does and the condiftion is true it sends mails over and over without stopping - how is it on your end?
Maybe try to create a flow that is adding 1 day or 1 hour just to test it - I might be missing something

Thanks
v-yamao-msft Microsoft Employee on at

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Hi @rory99,

With the configuration I provided in my previous post, it is only triggered one time when an item is created/modified in the list if an item matched the condition. It doesn’t send out emails without stopping.

Please check if you have other flows that will modify the list.

Best regards,

Mabel