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Send email after 30 days?

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Posted on by kmason

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Hi, I'm new to writing flows and I have my current approval flow working but I need to add a follow up email based on the expiration date. So, I have emails going on for approval and once it is approved. The document expires 30 days after it is posted and I want to send an email to the creator to take the document down on the expiration date. So far, it sends the email immediately. Does anyone know how I can send the last email 30 days after the flow is created?

Thanks,

Kathy

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vecerpa 786 on at

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Hi @kmason,

There is action in Flow called Delay:

There is also described how to use it - https://docs.microsoft.com/en-us/flow/run-scheduled-tasks.
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kmason 145 on at

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Thanks @vecerpa I tried that but it wants a specific day and I want the email to run on the expiration date I have in my list. Any thoughts on how to use it with that?

Thanks!

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vecerpa 786 on at

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Hi @kmason,

Please see Flow example below on screen:

For notification I used this Expression

formatDateTime(addDays(triggerBody()?['Created'],30),'dd/MM/yyyy')
And for delay I added 30 days to Created metadato of added doc in doc library in sharepoint for example. I can pick another source for example if you store it in excel, list, whatever.

addDays(triggerBody()?['Created'],30)
Hope this will help you.
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kmason 145 on at

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Thanks, I think I need more help with the expressions. When I typed in the expression you suggested I got a message saying it didn't exist. or it wasn't a valid expression. I think it is because of my lack of knowledge in this area. I'm learning all of this on the fly, on my own by watching videos and reading blogs. My company isn't big on getting us training unfortunately.

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vecerpa 786 on at

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Hi, can you post at least print screen of your Flow?
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kmason 145 on at

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kmason 145 on at

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It is an approval Flow and this is the second I'm having trouble with. So after an item is approved, it is only good for 30 days and then I need to send an email out to the creator telling them the item has expired.

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v-xida-msft Microsoft Employee on at

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Hi @kmason,

Is the document uploaded into a SharePoint library?

Could you please share a full screenshot of your flow's configuration?

Do you want to send an expiration email based on the Expiration date property or after 30 days?

If you only want to send an expiration email after 30 days, I agree with @vecerpa's thought alomost. But if you want to send an expiration email based on the Expiration date property, please take a try with the following workaround:

I have created a custom column called Expiration date in my SharePoint libray, which is a Date type column. The data structure of my SharePoint library as below:

My flow's configuration as below:

Within "Delay Until" action, select Timestamp field. Within right panel, click "Expression" tab, then type the following formula within formula box:

formatDateTime(triggerBody()?['Expiration_x0020_date0'],'yyyy-MM-ddTHH:mm:ssZ')

And last, click "OK" button.

The flow works successfully as below:

More details about the WDL expression in Microsoft Flow, please check the following article:

https://docs.microsoft.com/en-us/azure/logic-apps/logic-apps-workflow-definition-language

Best regards,

Kris

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kmason 145 on at

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Yes, I have a column in my SharePoint list for Expiration Date. I am going to try your fix and see if I can get it to work. I will let you know how it goes. Thanks for all y our help with this it is much appreciated. This is the final piece I need to get worked out before I can release this Flow to my organization so you are helping me out a great deal.

I will follow up after I try this....

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kmason 145 on at

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Okay @vecerpa I tried that and I get an error when I try to use the formatDateTime function.

I must be doing something wrong. Any help is appreciated.

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