SharePoint Online Calendar Reminders over 30 day

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Posted on by Domin

Hi all

Could you adivse ?

We have a calendar setup as the App calendar in SP Online which holds tasks for users leaving and starting. I have built a flow which would look at the item when its created and throw a notification few hours before the time end on the item. However, the flow erros if the item is more than 30 days away.

What would be a better solution for such calendar ? I would like to be notified every morning (if there is a starter/leaver) about upcoming starters or leavers.

Hope this makes sense.

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Building flows

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ScottShearer 25,268 Most Valuable Professional on at

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Re: SharePoint Online Calendar Reminders over 30 day

@Domin

Flows can run for a maximum of 30 days. To work around that limit, you can use a recurrence trigger. See my example below. In my example, the Flow runs once an hour. The get items action returns only those items where the start time is between 3 and 4 hours away. The expressions I used in the filter query are in the comments of the get items action. The list I used is a calendar.

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Domin 84 on at

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Re: SharePoint Online Calendar Reminders over 30 day

Okay, that makes sense,
If i have an event that is a whole day event can i then input these into an email the day before the even ends ?
Baisically - If even is tomorrow, send an email one day before that at 10 in the morning as a reminder

This would make it little more organised i think.

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ScottShearer 25,268 Most Valuable Professional on at

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Re: SharePoint Online Calendar Reminders over 30 day

@Domin

In your original post, I got the impression that you wanted the emails to go out a few hours before the event started - that's why I fire the Flow every hour and look at events 3 to 4 hours out. You can adjust what I have done to accommodate any advance notice - I am keying off of when the event starts. So, for example, you could adjust it to look for events that start between 24 hours and 48 hours out vs 3 and 4 hours simply by changing the expressions to reflect 24 rather than 3 and 48 rather than 4. Also, you can set the recurrence to run once a day and even tell it at what time you want it to run. Let me know if you need additional help.

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Domin 84 on at

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Re: SharePoint Online Calendar Reminders over 30 day

If i set it to run lets say at 8 in the morning to show me all events for that day and do between 9 oclock and 5 oclock, do i then do it like your example and it will look at everything between 9 and 5 right ?

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ScottShearer 25,268 Most Valuable Professional on at

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Re: SharePoint Online Calendar Reminders over 30 day

@Domin

Here is an example that runs at 8:00 and will retrieve events starting between 9 and 5. Be sure to set your time zone as appropriate. You may want to adjust the recurrence to start at 7:59 vs 8:00 - I suspect that starting at 8:00 may miss some events that start exactly at 8:00.

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Domin 84 on at

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Re: SharePoint Online Calendar Reminders over 30 day

Hi again
I have tried to re-create this and ran a few times, it doesnt seem to return any values when ran, nor send an email.
I dont think its finding the items. Maybe i have entered the filters wrong ?
Please see screenshot, maybe i have done something wrong ?

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ScottShearer 25,268 Most Valuable Professional on at

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Re: SharePoint Online Calendar Reminders over 30 day

@Domin

If you run the Flow without your filter, does it return any items? To test this, put a control terminate action after Get items so that emails don't get sent. Take a look at the output of Get items - does it show that items were returned or does it just show [ ] ?

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Domin 84 on at

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Re: SharePoint Online Calendar Reminders over 30 day

So without the filters it just returns
{
"value": []
}
But it does send the emails.
Perhaps i have enetred the filters wrong ?

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